Creating or modifying Person data

In Foundation library, you create data for various person types, such as employee, agent, customer, and vendor. You can also create new person types and add data for the new person types. For more information about the types of Person data, see Person data.

Before you begin

Ensure that you have added Organization data. For more information, see Creating or modifying Organization data.

To create Person data

1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
2. Select Foundation Data > Manage People, and click New.

3. To add a new person data, enter information in the appropriate fields.

   Field	Description	Example
   General
   Person Type	Select the type of person for which you want to enter the data, such as Employee, Customer, or Vendor. Important: You can use the out-of-the-box Person types or create a new Person type. To create a new Person type, see Create new Person Type.	Employee
   Employee Type	Select the type of employee you want to add, such as Contractor, Part-time, and so on. Important: You can use the out-of-the-box employee types or create a new employee type. To create a new employee type, see Create new Person Type.	Full time
   Customer Type	Select the type of customer that you want to add, such as Existing, Prospect, and Other. Important: You can use the out-of-the-box customer types or create a new customer type. To create a new customer type, see Create new Person Type.	Existing
   Vendor Type	Select the type of vendor that you want to add, such as Partner or Supplier. Important: You can use the out-of-the-box vendor types or create a new vendor type. To create a new vendor type, see Create new Person Type.	Partner
   Agent	Select Yes if you want to mark the person as an Agent.	Yes
   Access Details
   Login ID	Add the Login ID that you want to use to access BMC Helix Innovation Studio. (Version 20.08.01 and later) You can use the following special characters in the Login ID: _ # % * ` ! <> ~ ^ = | - . @ SPACE Warning: BMC Helix Platform does not support the following special characters in the Login ID: $ () " ; : , [] + ' / \ {} & ? These characters are used in specific circumstances in BMC Helix Platform such as expressions, process context, and will generate an error if used in your Login ID.	mmary@calbro.com@petramco.com, m_mary
   Password	Add a unique password that you want to use to access BMC Helix Innovation Studio.
   Functional Roles	Select a functional role based on the roles provided to the user in your application. For more information about functional roles, see Functional role. Important: Make sure you do not delete the out-of-the-box roles that are assigned to a functional role. If you do, your changes will be reverted to the default settings when your BMC Helix Innovation Studio applications and servers are upgraded.	FoundationRead Unrestricted Access
   Application Licenses	Select the application licenses that should be assigned to the user to view the required applications. The list displays all the licensed applications.	InnovationSuite User Named
   Tenant Admin	Select the toggle to specify the user as an administrator. Only if you are an administrator you can access BMC Helix Innovation Studio. All the other users have access only to the applications if they are assigned specific application licenses. Important: The Application Business Analyst option is removed when you select this option.
   Application Business Analyst	Select the toggle to specify the user as a business analyst. An Application Business Analyst customizes application as per business requirements. For more information about Application Business Analyst, see User goals and features. Important: You will be able to select Business Analyst, only if you do not select Tenant Admin for a user. If you select Application Business Analyst ensure that you select InnovationSuite User Named licenses from Application Licenses field.
   Bundle Access	After you select the Application Business Analyst toggle, select all application bundles that the Application Business Analyst should view or modify.
   Other Details (The fields in this section indicate a person's attribute. An application built on BMC Helix Platform can derive values from these fields.)
   PIN	Create a Personal Identification Number (PIN) value for a requester's authentication and validation. A PIN value can be alphanumeric with a maximum length of 30 characters. For more information about how a PIN is validated, Validating and verifying a PIN value.
   VIP	Select Yes to mark the person as VIP. This field is used by the support agents while attending the tickets to check if the person is VIP and expedite the process of the ticket.	Yes
   Sensitivity	Select the option to mark the person as VIP. This field is used by the support agents while attending the tickets to check if the person is VIP and expedite the process of the ticket.	Standard
   Notification Language	Select the language for notifications that are sent to the user.	English (United States)
   Status	Select a status to indicate if a person is active or not. By default, when you save a new person profile, the status of the person is Offline. Only after you associate the person with a primary organization, you can change the status to Enabled.	Enabled
   Assignment Configuration (The fields in this section are for Person of type Agent and are used by Assignment Engine to manage assignments.)
   Assignment Availability	To enable an agent to take up assignments, select Yes. Also, after you save the person profile, associate the person with a primary organization and set the Status field to Enabled. Otherwise, the agent cannot take up assignments, even if Assignment Availability is set to Yes.	Yes
   Number Assigned	Displays the number of tickets assigned to the agent until now.	5
   Capacity Rating	Add the capacity of an agent based on which a new assignment can be allocated to the agent.	10
   Last Ticket Assign Time	Maintain a record of when an agent was assigned the last task or case.

4. Click Save.

To create a new Person Type

When you create Person data, you can use the out-of-the-box Person types or create subtypes. Out of the box, Person Type has Employee, Customer, and Vendor subtypes. You can create a new subtype directly under Person Type or under its subtypes.

For example, you can create the new Intern subtype under Person Type and the new Contractor subtype under Employee, as shown in the following image:

To define a new subtype, perform the following steps: 

1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab.
2. Select Foundation Data > Define Menu Items.

3. To create a new subtype, click Add, and complete the fields as described in the following table:

   Field	Action
   Menu Type	Enter the name of the existing Foundation type for which you want to create the subtype. For example, enter Person Type.
   Localized Menu Item	Click Localize, and in the Value field for a locale, enter the name of the subtype that you want to create. For example, in en-US, enter Intern.
   Status	From the list, select a status such as Enabled or Obsolete for the subtype. While creating a person data, the subtype is displayed only when you select the Enabled status.
   Short Description	Enter a meaningful description for the subtype.
   Bundle Id	From the list, select the application for which you want to create the subtype.

4. Click Save.
   After you create the subtype, it is visible under the Person Type menu on the Create Person page. 
   The following images show an example of Person Type values before and after creating a new subtype:
   

The Person data is created. You can proceed to create other Foundation data elements such as Organization, Categorization, Location, and Geography.

Related topics

Creating or modifying Foundation data

Creating or modifying Foundation data associations