Managing Smart Reporting user roles and groups
Roles are allocated to users and define a set of functions that users are permitted to access within the system. Out-of-the-box, BMC Helix ITSM: Smart Reporting(Smart Reporting) provides the following roles. However, you can edit the roles based on your requirements. For more information, see To edit a role.
Important
To update the out-of-the-box roles, make sure that you log in as a Siadmin user.
For an overview of out-of-the-box and custom roles in Smart Reporting, watch the following video (3:17):
Standard Smart Reporting roles
When Smart Reporting is initially deployed, the following standard set of roles is provided.
| Role | Capabilities |
|---|---|
Consumer & Collaborator | Can access only public reports and dashboards. Users with this role can broadcast, distribute, and email reports. If no other role is set as a default role, Consumer & Collaborator is set as the default role for all users. For more information, see Setting a default role. |
| Dashboard Consumer | Can view public reports and public dashboards. Important: Users with CMDB Console Admin Group or CMDB Console User Group permissions in AR System are members of the out-of-the-box CMDB user group in Smart Reporting and have access to the CMDB dashboard.
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| Personal Content Writer & Collaborator | Can only create personal content for their own consumption—not public shared content. This role can collaborate within streams, timelines, and so on. The role provides the following privileges:
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| Public Content Writer & Collaborator | Can create content to be consumed by themselves and other users. This role can collaborate using features such as streams, timelines, and so on. The role provides the following privileges:
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| Public Content Writer & Collaborator - Advanced | Can create content to be consumed by themselves and other users. This role can collaborate using features such as streams, timelines, and so on. The role also has extended access to create and manage views, approve reports, and perform other administrative tasks. This role should be used sparingly. This role provides the following privileges:
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| System Administrator | Has the widest range of access to the system. A limited number of users should be assigned to this role. This role can do everything from creating content to managing system tasks. The role has the following privileges:
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To create a new custom role
- In the Smart Reporting console, select Administration > Admin Console.
- Open the Roles panel and click Add.
- On the Role Details page, provide the following details:
Enter a meaningful Name and Description to outline the purpose or use of a role.
(Optional) Select one of the following options for the role:
Mandatory—At least one user with the role must exist in Smart Reporting. If you try to delete the only user who is assigned a mandatory role, the system displays an error.
Default Role—The default role that users are assigned when they are created. You can set any role as a default role of users. For more information, see Setting a default role.
Enable or disable functions as required.
A function is a permission that can be associated with a role. To see a description of each function, hover over the info icon on the right side.
Define the CRUD permissions where required.
Some functions will have a CRUD checklist as part of the settings. The acronym CRUD refers to all of the major functions that need to be implemented. Each letter in the acronym can be mapped to a standard SQL statement:
Create INSERT new records Read SELECT records from the database Update UPDATE records in the database Delete DELETE records in the database One example of CRUD access is for dashboards. If a user has Read permission only, that user can read the dashboard but cannot create new dashboard tabs or add reports to their tabs. A user with CRUD permissions can create and delete dashboard tabs.
- Specify what columns should be made available to users when viewing the report list.
Click Save.
Setting the default role
As an administrator you can set any role, including a custom role as a default role for all the new users that are onboarded or synchronized in Smart Reporting for the first time. If you make any subsequent changes to the user profile, or modify the default role setting, it does not change the existing role of the user. For changing the existing role of users, edit the role of the users from the Admin Console. For more information, see To edit a role. If you do not set a custom role in a client organization, the default role in the default organization is set for all new users. If you do not set a default role in the default organization, Consumer & Collaborator is set as the default role for all new users.
In a client organization, you can create a custom role and set that role as the default role for that client organization. For example, an administrator of Calbro Services creates a custom role Report Writer and sets this as the default role. All the newly synchronized users will have Report Writer as their default role.
Note
- The default role of existing users is not changed.
- The default role of a user belonging to the CMDB user group is Dashboard Consumer and this role assignment overrides any default role setting.
To set the default role
- In the Smart Reporting console, select Administration > Admin Console.
- Open the Roles panel.
- Click the menu of a role that you want to set as default, and click Edit.
- In the Role Details panel, click Default Role.
- Click Save.
To edit a role
- In the Smart Reporting console, navigate to Administration > Admin Console.
- Open the Roles panel.
- Click the menu of a role that you want to edit, and select Copy.
- Make changes to the copy.
To delete a role
- In the Smart Reporting console, navigate to Administration > Admin Console.
- Open the Roles panel.
- Click the menu of a role that you want to delete, and select Delete.
- Confirm the deletion.
Note
After deleting a role, users attached to a deleted role are removed from the system.
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