Configuring the guest portal

As a BMC Helix Digital Workplace super administrator, you can configure the guest portal company and guest portal requestor URL so that guest users can access the BMC Helix Digital Workplace application without having to authorize themselves.

You should limit the catalog services available in the BMC Helix Digital Workplace Catalog for guest users. With catalog administrator permissions, you can manage the entitlements for guest users and make only specific services available in the guest portal.

Before you begin

• Customers, the people from the guest company who are requesting the guest portal, must contact the BMC Support team to generate the guest portal URL. To get access to the guest portal from day one, contact BMC as soon as you are ready to upgrade.
• To assign the company for the guest portal configuration, make sure you have MyIT Super Admin permissions as a super administrator. A BMC Helix ITSM administrator must create a company and the company user. For more information about creating companies and users in BMC Helix ITSM, see Creating companies and Creating and modifying People data in the BMC Helix ITSM online documentation. 
• To configure the guest portal URL for the guest users, ensure you have MyIT Admin permissions as a guest administrator.
• The guest portal can be configured on a single tenant mode or Managed Service Provider (MSP) mode of the BMC Helix Digital Workplace application. For more information about multitenancy and MSP, see Configuring multitenancy and Managing customers.
• To manage guest user entitlements through virtual marketplaces, you should log in to the BMC Helix Digital Workplace Catalog console with catalog administrator permissions.

Step 1: To assign the company for the guest portal configuration

1. As a super administrator, log in to the Admin console.
2. Select Configuration > Guest Portal.
3. Select the company from the list to assign to guests.
   The selected company stores data for a BMC Helix Digital Workplace guest portal.
   The list of companies shows the companies available in BMC Helix ITSM.
   Important: The company under which the super administrator is logged in is not available in the list. If you have configured multitenancy earlier or if the MSP mode for BMC Helix Digital Workplace is enabled or disabled for a company, such companies are displayed in the list as read-only.
4. (Optional) For detailed information, open the browser console and refresh the page.
   The available request response contains detailed information about each company.

5. (Optional) After selecting the Company assignment, view the list of guest administrators in any of the following states:

   • No administrator is available in the selected company.
     In this state, guest administrators can be assigned in the BMC Helix ITSM console. If you are not familiar with the BMC Helix ITSM people management process, see Adding People by using a template in the BMC Helix Innovation Suite online documentation.
   • One administrator is available for the selected company.
   • Two or more of the company administrators are available for the selected company.
6. (Optional) Turn the toggle on to configure the guest portal URL, if available.
7. Click Save and click Confirm assignment to save the configuration.
   During this process, the guest subtenant and special guest user credentials are created for the selected company.

You have set up the company. Next, the guest administrator can configure the guest portal.

Step 2: To configure a guest portal URL

As a guest administrator, you can configure the guest portal's requestor URL.

1. Log in to the Admin console as a guest administrator.
   You can see limited options on the navigation bar.
2. Select Configuration > Guest Portal.
   
   You can see the list of portal administrators and the guest user configuration.
3. To enable the guest portal, turn on the toggle for the Requestor URL.
   Important: Guest administrators need some time to configure the portal's appearance and catalog items for users. The guest administrator or internal super administrator should turn off the toggle Requestor URL and make the portal unavailable during that time period.
4. Perform either of the following steps:
   • If the super administrator has already entered the URL, proceed to save the configuration.
   • If the URL field is empty, enter the URL provided by the BMC Support team.
     Important: Ensure that the guest portal URL you are entering differs from the internal URL and also the external URL to avoid any errors.
5. Click Save to make the portal available to all users with this URL with anonymous access.

Step 3: To configure the virtual marketplace for guest users

As a BMC Helix Digital Workplace catalog administrator, create a new virtual marketplace for the guest portal to provide access to specific services without revealing the entire catalog to guest users.

1. Log in to the Catalog console.
2. Select Services > Entitlements > Virtual Marketplace.
3. Turn the toggle off for the Enable full catalog view setting.
4. Click New Virtual Marketplace and enter a name; for example, Guest portal.
   
5. Click Services and Banners > Catalog > Add.
6. Search for specific services designed for guest users.
7. Select the checkboxes and click Add to include them in the guest portal.
8. For assigning the entitlements, perform either of the following steps:
   • Select People > Users and select the guest user that was retrieved from the Admin console configuration.
   • Select People > Attributes and select the guest company that was assigned during the guest portal configuration.
9. Click Save.

You can turn on the toggle for the Requestor URL setting to make the portal available for guest users.

(Optional) To remove guest portal configuration

1. As a super administrator, log in to the Admin console.
2. Select Configuration > Guest Portal.
3. Click Remove configuration.
   The confirmation window opens.
4. Confirm by clicking Remove configuration.
   The guest portal configuration is removed.

Result

You can view the subtenant created in BMC Helix Innovation Studio. Go to the Innovation Studio and navigate to the Workspace tab; select the BMC Helix Digital Workplace application to see the named list.

In the Subtenant Type column, you can view the GUEST_USERS_SUBTENANT type for the enabled subtenant of your selected company. 

Where to go from here

Taks 2 - Setting up the guest portal for users

(Optional) Task 3 - Customizing the guest portal