Defining permission mappings for BMC Helix Knowledge Management by ComAround

Before you begin

Make sure that the following actions are performed to create the knowledge structure in BMC Helix Knowledge Management by ComAround:

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 BMC Helix Knowledge Management by ComAround, and BMC has created and assigned user groups to them, you can map companies and support groups from your BMC application to a BMC Helix Knowledge Management by ComAround portal and user groups to set the knowledge permissions. You can also modify the defined mappings.

1. Log in to BMC Helix Innovation Studio 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. All companies—When 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 BMC Helix Knowledge Management by ComAround user groups. 

         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 field or click the drop-down arrow next to the company's name in the table displaying all companies. If you click the drop-down arrow next to the company's name, a list of support groups for this company appears in the table, and the company is automatically displayed in the Company field. To return to the list of all companies, click the All Companies link in the breadcrumbs path located above the table.

          

      2. Specific company—Select 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. 
         Alternatively, you can select a particular company by clicking the drop-down arrow next to the company’s name in the table that shows all companies.
         
         The list of support groups is displayed in the table for the selected company. You can always return to the list of all companies by clicking the All companies link in the breadcrumbs path located above the table of support groups.
         

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

      Important

      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 BMC Helix Business Workflows. BMC Helix ITSM doesn't support lines of business.

      1. All—All support groups defined for the selected company are returned. This option returns groups for both BMC Helix Business Workflows and BMC Helix ITSM.
      2. None—Only support groups for BMC Helix ITSM are returned.
      3. Specific line of business— Only support groups associated with this line of business in BMC Helix Business Workflows 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 BMC Helix Knowledge Management by ComAround:

   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. 

      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.

      Important

      In BMC Helix Knowledge Management by ComAround, 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

      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:

To view access permissions for users in BMC Helix Knowledge Management by ComAround

After mapping knowledge permissions from BMC applications to BMC Helix Knowledge Management by ComAround, you can easily view the permissions assigned to users in BMC Helix Knowledge Management by ComAround. You can see each user's role and the support groups to which the user belongs. You can view the access permissions for users belonging to companies for which you have defined knowledge access mappings. 

By using this capability, you can quickly understand user access, making it easier to verify, troubleshoot, and correct any issues with roles and permissions in BMC Helix Knowledge Management by ComAround. 

To view access permissions for a particular user, perform the following steps:

1. Log in to BMC Helix Innovation Studio and navigate to the Administration tab. 
2. Select Knowledge management > Knowledge access mapping.
3. Click the Test access button.
   
4. In the User name field, select the required user from the list. 
   When you start entering the user's full name, login ID, or email address, the list of users is instantly filtered based on your input. If you enter invalid user details, no matches will be returned. 
   

After selecting a user, their access permission details are shown. Expand the Role and HKM user groups sections to view these details. To view the access permissions of another user, start typing that user's full name, login ID, or email address in the User name field.

You can see the following information about the access permissions of a particular user:

Learn more about how user roles and user groups are assigned in Permission-mapping-overview-for-BMC-Helix-Knowledge-Management-by-ComAround.

Result

When users search for knowledge articles in your BMC application, BMC Helix Knowledge Management by ComAround returns the articles based on the defined mapping and the KCS role of a user in BMC Helix Knowledge Management by ComAround. This rule applies to the articles imported from BMC Helix ITSM: Knowledge Management or BMC Helix Business Workflows Knowledge Management to BMC Helix Knowledge Management by ComAround and the articles created directly in BMC Helix Knowledge Management by ComAround.

When users launch BMC Helix Knowledge Management by ComAround directly from your BMC application, their access to knowledge articles is determined by the defined mapping and the KCS role of a user in BMC Helix Knowledge Management by ComAround. 

Where to go from here

Removing-permission-mappings-defined-for-BMC-Helix-Knowledge-Management-by-ComAround

Limitations-related-to-mapping-permissions-between-BMC-applications-and-BMC-Helix-Knowledge-Management-by-ComAround