Configuring end user display settings

You can select what user information to display in requests, approvals, and results of People searches. You can show or hide information such as work email address, work phone number, mail stop or user ID.

If any of these fields are disabled, you still can search for users by using this field. For example, a user ID is turned off, but when you paste it into the Global search for a user with such an ID is returned. However, the ID is not be displayed in user information.

These details are helpful during a Global search or service requesting. User IDs also help reduce the chance of mixing up users in a large organization.

To configure end-user information displayed in People search

In the BMC Helix Digital Workplace Admin console, navigate to Configuration > User Display Settings.
In the User Data in People search section, select the appropriate check boxes:
- Email address—Work email address
  Work email address is not displayed in the Request by details in My Activity for order approvals that contain imported SRDs only (services imported from BMC Helix Digital Workplace Catalog). If an order approval contains at least one native SRD (service taken from BMC Helix ITSM), the work email address is displayed.
- Phone number—Work phone number
- Mail stop—Mail station
- User ID—Login ID
Email address, phone number, and mail stop are visible to end users by default.

3. Click Save.

Examples

Prerequisites: Bob, a manager at company A, approves PTO requests. Company A has hundreds of employees across the globe, so Bob might approve requests for the wrong people.
Profit: By using the user ID, Bob is certain to approve only the correct requests. Bob searches and finds two employees named Rosaline, but he can easily distinguish between the two users by using a user ID.
End user console: The screenshot shows user profiles with all the information available.

All user information is available.png

Prerequisites: Company B has changed email services, so current work email addresses are no longer valid for employees.
Profit: Sam, a manager at company B, temporarily hides work email addresses.
End user console: The screenshot shows the user profiles without a work email address.

Email address removed.png

Prerequisites: Mary's account is locked out, and she asks her colleague Martin to request a computer mouse on her behalf.
Profit: Martin clicks Request as someone else and searches for Mary. He knows her work phone number, which he selects from the results.
End user console: The screenshot shows the profile of users with only work phone numbers visible.

Only phone number.png

To configure end-user information displayed in request and approval details

In the Admin console, navigate to Configuration > User Display Settings.
In the User Data in request/approval details section, select the appropriate check boxes:
- Email address—Work email address
  Work email addresses are visible to end users by default.
- User ID

3. Click Save.

Example

Prerequisites: Irene is a support technician who receives dozens of approval requests every day. Martin has asked her to create a new account because his is blocked.
Profit: When Irene receives Martin's service request, she can see his user ID in brackets next to the name, and she approves the request.
End user console: The screenshot illustrates how Irene can see the user ID in the approval request event card (she can also see the user ID in the request details and the results of the People search).

Approval with user ID.png

To suppress the display of passwords in plain text in Request again screens and Service requests reports

By default, an answer submitted for the Password question is encrypted. When end users enter a value in this field, the entered value is substituted by asterisks. In addition, as an administrator, you can configure to hide or display password information on the Request again page and in Service requests report for all services in BMC Helix Digital Workplace.

As an AR System administrator, log in to BMC Helix Innovation Studio and click Administration.
Select Digital Workplace Catalog > Service Request.
Select the Service Requests show password for questionnaire toggle key.
Click Save.

Important

By default, the show password setting is disabled for fresh installations of BMC Helix Digital Workplace. In an upgrade scenario, as an administrator, you can choose to display or suppress the display of password information.

User Data displayed in People searches

The following table shows all the People searches where user information such as work email, phone, mail stop, and User ID can be displayed:

Functionality	Example
Ability to request services OBO other users; see Submitting-service-requests-for-other-users. Mary's work phone number and User ID are shown when Allen wants to request a service on her behalf.
Ability to select and assign alternate approvers; see Delegating-to-alternate-approvers. Allen wants to delegate his approval rights to Mary Mann, so he searches for her and sees her work email, phone, and User ID in the alternate approvers list. User information of other colleagues with the same name is also retrieved.
Ability to select and reassign approvers; see Reassigning-approvals-to-other-users. Bob receives an approval request but due to a limited timeline, he decides to reassign it to his colleague Mary by using the list of approvers.
Ability to search users in the Global search panel. For more information about search, see Search-in-BMC-Helix-Digital-Workplace. Allen wants to find information about Mary Mann. He can see her work phone and User ID in the Global search panel.
Ability to mention other users in posts. For more information about end-user options, see Setting-up-end-user-preferences. Allen, a manager at company A, wants to congratulate Mary on her promotion. He types @ and searches for Mary by a User ID.
Ability to find and follow people. For more information about end-user options, see Setting-up-end-user-preferences. Jane is a new employee at company A. She wants to follow her colleague Mary. Jane can see Mary's work email and phone.
Ability to create people groups. For more information about end-user options, see Setting-up-end-user-preferences. Jane is a new employee at company A. She wants to create a people group to follow her colleagues and adds Mary first. Jane can see Mary's user information.

The following People searches only apply to a DWP Advanced icon.png BMC Helix Digital Workplace Advanced license:

Ability to impersonate another user; see Enabling-requesting-services-on-behalf-of-other-users. Bob's account is locked, so he asks Allen to impersonate him and request a service. Allen can see additional information about Bob such as work email and phone.
Ability to add collaborators on service requests; see Collaborating-with-other-users-on-service-requests. Allen requests a new printer for the meeting room. He knows that Mary is also going to submit such a request and wants to add her as a collaborator. Mary is now aware of this request and will not create its duplicate. In the list of collaborators, Allen can easily find his colleague.
Ability to add individual users to default collaborator groups; see Collaborating-with-other-users-on-service-requests. Allen shares requests with a default collaborator group. He wants to add a new employee Mary to this group. From the list of users, Allen can identify Mary by a work phone number.