Defining permission mappings for BMC Helix Knowledge Management by ComAround


As an administrator, you can map companies and support groups from your BMC application to a

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portal and user groups to set the knowledge permissions in

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. These mappings enable your users to access knowledge articles in

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. Users can access the knowledge articles based on their knowledge permissions as defined in your BMC application.

Before you begin

Make sure that the following actions are performed to create the knowledge structure in

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:

Action

Role

Create portal.

BMC team

Create user groups.

BMC team

Create folders.

Administrator who must run the synchronization job in

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 to create folders.

Map user groups to portal and folders.

BMC team


To map companies and support groups from your BMC application to BMC Helix Knowledge Management by ComAround

After the portal and folders are created in

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, and BMC has created and assigned user groups to them, you can map companies and support groups from your BMC application to a

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portal and user groups to set the knowledge permissions. You can also modify the defined mappings.

  1. Log in to

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    and navigate to the Administration tab. 
  2. Select Knowledge management Knowledge access mapping.
  3. Select the company and support group for which you want to define or modify the mapping:
    1. In the Company field, select one of the following options:
      1. (Version 23.3.04 and later) All companiesWhen you select this option, the table displays all the companies available to you. The support groups are not displayed. Therefore, with this option, you can only map the companies to

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        user groups. 

        Warning

        Important

        If you want to define or modify the mapping for a specific support group associated with a particular company, select this company from the Company list first. 

      2. Specific company—A particular company for which you want to define or modify the mapping. When you start entering the name of the company, the Company list is instantly filtered based on your input. 
        For example, Apex Global.
        The list of support groups is displayed in the table for the selected company.

        Warning

        Important

        BMC Helix Digital Workplace Advanced or BMC Helix Virtual Agent users don't belong to any support groups. Therefore, you cannot map specific support groups to user groups in

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        . You can only map companies to which these users belong in BMC Helix Digital Workplace Advanced or BMC Helix Virtual Agent to

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        user groups.

    2. In the Line of business field, select one of the following options to filter the list of support groups by a line of business:

      Warning

      Important

      • (Version 23.3.04 and later) If you have selected the All Companies option from the Company list, skip this step. Filtering by a line of business doesn't work for the list that displays only the companies. 
      • Association with a line of business is available only for support groups in

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        .

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        doesn't support lines of business.
      1. All—All support groups defined for the selected company are returned. This option returns groups for both

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        and 

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        .
      2. None—Only support groups for

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        are returned.
      3. Specific line of business— Only support groups associated with this line of business in

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        are returned. 
        When you start entering the name of the line of business, the Line of business list is instantly filtered based on your input. 
    3. Select the support group for which you want to define or modify the mapping. 
      For example, Apex Global Helpdesk.
  4. Click Map access. 
  5. Map the selected support group or the company with the appropriate user group in

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    :
    1. On the New knowledge access mapping page, from the Knowledge management portal list, select the portal with which you want to map the company. 

      Warning

      Important

      You must map companies to the portal selected in your knowledge configuration.  

      For example, Apex Global.
      In Permission groups, the support group or the company that you selected in step 3 is displayed. 

    2. From the Knowledge management user group, select a single or multiple user groups that you want to map with the selected support group. 
      For example, select all Apex_Global_helpdesk groups.

      Warning

      Important

      In

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      , user groups are created for each KCS role. Multiple groups may belong to the same group set and have the same base name but different suffixes to represent different KCS roles. For example, the Apex_Global_helpdesk group set includes the following user groups:

      • Apex_Global_helpdesk_reader
      • Apex_Global_helpdesk_candidate
      • Apex_Global_helpdesk_contributor
      • Apex_Global_helpdesk_publisher
      • Apex_Global_helpdesk_manager
      • Apex_Global_helpdesk_coach

      (Version 23.3.02 and later) When mapping support groups or companies to user groups, you must consider the KCS roles of the users. Select the user group that corresponds to the highest-level KCS role selected for a user under Application Permission and IS Personas on the CTM:People form. For BMC Helix Business Workflows users, also account for assigned functional roles. For more information, see Knowledge-permissions-and-roles-mapping-from-BMC-Helix-Business-Workflows-to-BMC-Helix-Knowledge-Management-by-ComAround. For more information about defining user roles in general, see Permission-mapping-overview-for-BMC-Helix-Knowledge-Management-by-ComAround.

      In Accessible folders, a list of folders accessible to the selected user group is displayed. 

      This is a read-only list that displays the parent folders only. To view the child folders, click the parent folder. 

  6. Click Save
    On the Knowledge access mapping page, the status of the support group that you selected is changed to Mapped

The following image shows an example mapping:

Knowledge_mapping_UI.png


Result

(Version 23.3.02 and later) When users search for knowledge articles in your BMC application,

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returns the articles based on the defined mapping and the KCS role of a user in

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This rule applies to the articles synchronized from

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or

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to

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and the articles created directly in

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.

(Version 23.3.01 and earlier) The ability of users to search for knowledge articles is not determined by the KCS role of a specific user. BMC Helix Knowledge Management by ComAround returns all articles that the mapped user group with the highest KCS role is entitled to view. 

When users launch

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directly from your BMC application, their access to knowledge articles is determined by the defined mapping and the KCS role of a user in

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Warning

Important

After you map companies and support groups from your BMC application to

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portal and user groups, you can change the folder names and structure in

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, if necessary. However, when you move a folder to a new location in

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, it inherits the knowledge permissions and user groups of the new parent folder. Therefore, if support groups from your BMC application haven't been mapped to the user groups of the new parent folder, your users won't be able to access the moved folder.


 

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