Setting Up Role-Specific Views

By default, all services are accessible to every user. However, some services, like the 'New Employee' offering, might be intended only for specific groups such as managers or HR. To cater to these needs:

1. Define the group of people in the AD (Active Directory).
2. Create a role in Efecte Self-Service.
3. Designate which pre-existing service offerings should be visible to specific roles.

Steps to Create Offerings for Roles:

1. Navigate to the 'Roles' view and click the 'New Role' button.
2. Enter a name for the role. Note: This name won't be displayed to users.
3. Begin typing the name of the AD group, then select the appropriate one from the dropdown list.
4. Choose the service offering(s) you wish to assign to this role.

Following these steps will ensure the selected offering is only displayed to users within the specified AD group.

Please Note:

• Any offering will be removed from the 'All Users' view.
• Offerings can be visible to multiple roles.
• Deleting roles is possible, but be cautious. If a publicized service isn't linked to a specific role, it becomes available to all users. Ensure the service is linked to a role or unpublish the service before removing a role.
• Roles are visible under 'Services' view, specifically under the 'Visibility' section of its service offering.

Defining Administrative Roles

Efecte Self-Service administrators possess the rights to modify all services and administrative configurations. 

Additionally, it's feasible to establish 'Service Owner' roles, granting rights to modify services alone. Membership to this role is determined via the AD.

Steps to Define AD Groups

1. Navigate to 'Settings' > 'General'.
2. Under 'System Roles', specify which AD group represents 'Service Owners' and which denotes 'Administrators'.

Please Note:

• There's no need to save — changes are automatic.
• Only modify these roles if you're certain about the implications.

Ordering for Others

The ordering mode identifies the users permitted to place orders on behalf of others. This mode applies across all sites and services. You can locate the settings for this mode under 'Settings' > 'General' > 'System Roles'.

There are two configurations for the ordering mode:

1. All users can order services for one another.
2. Only users within a designated AD group have permission to order for everyone, effectively acting as 'Key Users'.

The 'Order For' field becomes visible during order confirmation when a user has the privilege to order for others. 

After services are ordered for other users, they can access the 'Requests for Others' view.

Approval Settings

The system provides a variety of settings to tailor the approval flows to the specific needs of your tenant. Here's how you can optimize the process:

1. Direct Approval for Specific Users:

For scenarios where certain individuals don't require any approval for their orders:

• Navigate to Integrations tab > Organization.
• Define the relevant AD Groups.

Users within this group will experience a streamlined process. When they place a request, the confirmation page will indicate that no justification is needed. Consequently, the order proceeds straight to the target system for execution.

2. Commenting on Approval Decisions:

You can activate the feature to allow comments on approval decisions on the same page. It's essential to note that for any rejection, a reason is always mandatory.

Forwarding Approvals

The ability to forward approvals offers flexibility in the decision-making process.

• To activate this feature, navigate to the Settings tab.
• Check the box labeled Forwarding approvals enabled.

Once this feature is on, any pending approval can be forwarded to any individual listed in the organization's data.