Modifying case access

Each case by default can be accessed by the following users and user groups:

UserDescription
SubmitterAn HR agent who creates a case based on a request from an end user

Users defined on the Case Details tab of a Case form:

  • Requestor
  • Requested On Behalf Of
  • Assigned Group
  • Assigned Individual

Requested On Behalf Of is defined in the On Behalf Of field of a Case form.

Assigned Group and Assigned Individual are added during case creation in one of the following ways:

  • Defined in a solution (by the HR Administrator) that is used for creation of an HR request in BMC MyIT Universal Client
  • Defined by the HR agent who creates a case.

Case User group

(applicable in version 4.7.01)

Case User group includes all case users who have access to BMC HR Case Management: all users who have permissions of Standard Master, Standard Administrator, and Standard User.

Standard Master

Any user who has permissions of Standard Master has unrestricted access to a case.

Standard Master users have access to a case even if it is locked.

On the Case Access tab of the Case form, you can review who has access to a case.

The following screenshot applies to version 4.7.01:

Any HR agent who has access to a case can modify its default access permissions from the Case Access tab. The following table describes how to change permissions for a case:  

To modify access to a caseFor userNotesOn the Case Access tab, do the following...
Restrict access to a case
  • Submitter
  • On Behalf Of user
  • Requester
  • Assigned group
  • Assigned individual
  • Other users
  • Other groups
  • You cannot restrict access for a case Submitter and any Standard Master user.
  • In version 4.7.01, this option must be applied to locked cases. 
    When you remove users from the Case Access list, they still have access to a case, because they belong to the Case User group. Thus, you must additionally lock a case.
  1. Select a user, or a group
  2. Click Remove.
  3. In version 4.7.01, click Lock.
Provide access to a caseAnother HR group

In version 4.7.01, this option must be applied to locked cases. 

  • Once you provide access to a case for a new HR group, all HR agents from this group receive email notifications that they are granted access to a case
  • In version 4.7.01 this option must be used for locked cases.

Click Add Group.

Another HR individualWhen you provide access to a case for an HR agent, the HR agent receives email notification that access to a case is granted to this user.

Click Add Person.

Lock a case

(applicable in version 4.7.01)

Case User group

(all HR agents)

  • Before locking a case, make sure that all users who need to have access to a case are available in the Access list.
  • When a case is locked, the Case User group is removed and it can be accessed only by users available in the Case Access list.

Click Lock.

Unlock a case

(applicable in version 4.7.01)

Case User group

(all HR agents)

When a case is unlocked, the Case User group is added to the Case Access list, and a case can be accessed by the Case User group—all HR agents.

Click Unlock.

Was this page helpful? Yes No Submitting... Thank you

Comments