Self Service Portal Roles
Self Service Portal Roles enable you to assign permissions for registered Users accessing the Self Service Portal.
Permissions include access to Incident/ Problem functions, the Service Request Catalog, Workflow Management, Configuration Items, User Search and Reports.
Viewing Self Service Portal (SSP) Roles
Select ≡ > Admin > System Administration. The System Administration window appears.
In the Explorer pane, expand Self Service Portal.
Select Self Service Portal Roles to open the window.
A browse table displays all of the existing Self Service Portal roles. Select Show Deleted to display roles which have been created and then deleted. The following entries are supplied as standard:
None
This role does not have any Self Service portal role options selected. Assign this role to Users to prevent them from accessing the Self Service Portal.
Anonymous
This role is only allowed to access the Self Help section on the Self Service Portal.
Each role has a checkbox in a Default column. Only one role can be selected as the default, and this is used if the Analyst creating the User record does not select a role. You can adjust the column widths if required. The default entries are as follows.
Select the action button or double-click the role name to display the details screen.
To create a new Role
In the Role Name field, type the name of the role you want to create.
The role settings are held in a number of tabs. Select from the following to configure the settings for the role.
Options
to set permissions for which the role has access
CMDB
to set access permissions to Services and Configuration Items in the Self Service Portal. You can filter this access based on subscriber group or stakeholder role.
Reports
to identify reports for which the role has access
Content Access
to select the knowledge profiles to which the role has access
Workflow Templates
to select the workflow templates to which the role has access
Call Templates
to select the call templates to which the role has access
Select the Save icon to save the changes.
Provide the Change Reasons if prompted to do so.
Renaming a Self Service Portal Role
Select ≡ > Admin > System Administration. The System Administration window appears.
In the Explorer pane, expand Self Service Portal.
Select Self Service Portal Roles to open the window.
Select the role entry you want to rename.
Type the name you want to assign for the selected role.
Select to save the changes. Provide the Change Reasons if prompted to do so.
Updating a Self Service Portal Role
Select ≡ > Admin > System Administration. The System Administration window appears.
In the Explorer pane, expand Self Service Portal.
Select Self Service Portal Roles to open the window.
Select the role you want to update and then select the Action Button.
Update the details as required, selecting the appropriate tab to configure the settings.
Select the Save icon to save the changes and close the window. Provide the Change Reasons if prompted to do so. Alternatively, select another tab, if appropriate.
Deleting a Self Service Portal Role
Select ≡ > Admin > System Administration. The System Administration window appears.
In the Explorer pane, expand Self Service Portal.
Select Self Service Portal Roles to open the window.
Select the role entry you want to delete from the list by highlighting it.
Select the Delete Icon. You cannot delete a default role. The button is grayed out for these roles.
Select the Save icon to save the changes. Provide the Change Reasons if prompted to do so.
Restoring a Deleted Self Service Portal Role
Select ≡ > Admin > System Administration. The System Administration window appears.
In the Explorer pane, expand Self Service Portal.
Select Self Service Portal Roles to open the window.
Select Show Deleted to include deleted roles in the list of defined roles.
Select the role entry you want to restore from the list.
Select the Restor Icon.
Select the Save icon to save the changes. Provide the Change Reasons if prompted to do so.
External Contacts vs External Suppliers
External Contacts are individuals or organizations outside of your company that you interact with for non-supply-chain related activities. This could include partners, clients, or service providers who need limited access to your system for collaboration, communication, or accessing specific services.
External Suppliers, on the other hand, are businesses or individuals that provide goods or services to your company as part of your supply chain. They require access to different parts of your system, often to update order statuses, manage invoices, or track deliveries.
External Supplier Portal
The External Supplier Portal is a dedicated interface designed specifically for suppliers to interact with your company's procurement, finance, and logistics systems. It simplifies transactions, enhances visibility into the supply chain process, enhances communication, and allows for more efficient management of orders, invoices, and payments.
External Contacts and Suppliers Do Not Need Access to the Self Service Portal
External contacts and suppliers typically do not require access to the Self Service Portal because:
Different Needs and Interactions: Their interaction with your company involves specific tasks related to collaboration or supply chain management, unlike internal users who might need access to a broader range of services and support functions.
Security and Compliance: Limiting access to internal portals ensures that sensitive company information remains secure and that access rights are in compliance with data protection regulations.
Customized Interfaces: By using dedicated portals, external contacts and suppliers can benefit from a tailored interface that better suits their interaction with your company, improving efficiency and satisfaction.
Operational Efficiency: Having separate portals reduces the risk of operational inefficiencies and errors that might arise from external parties having access to internal systems and data not relevant to their tasks.
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