Symbio Manual. Administrator Role

Transcription

1 Symbio Manual Administrator Role Version date: November Ploetz + Zeller GmbH

2 Symbio Manual - Administrator Role 2 Content 1 Introduction About this document Before you start Support Do s and Dont s in Symbio Do s Import/Export (Data Migration) Dont s Import Export System settings User consolidation 11 2 Database pools in Symbio Create database pools in Symbio Set up database pools in Symbio Assign a database pool to storages or storage collection 13 3 Creating storage collections and databases Configuration templates Embed configuration template Add new configuration template (optional) 16 4 Start page Creating and editing homepages Creating and editing homepage widgets Text widget Link widget List widget Chart widget Diagram widget Table widget Permit Home-Sites 22 5 Symbio Administration Log files Apply new configuration 24

3 Symbio Manual - Administrator Role Application domain Generate reporting scripts 24 6 Administration settings User Setting up users Consolidating users User groups Permissions Application roles Permission Sets Overview permissions and inheritance Inheritance Permission sets administration Administration of users Administration of user groups Administration of permission sets Permissions on objects User scenarios Dynamic attributes Process fact sheet Create process fact sheet Configurate fact sheet Facets Variants Tags Languages Automation Set up an automation task Requirements for automation tasks via PowerShell, etc Run automation object Run automation object in Symbio Run automation object outside of Symbio Examples of automation tasks Generating diagram graphics for caching in the database Service Hooks Application Hooks Export templates for manuals AML converting import config files Configuration for AML import 52

4 Symbio Manual - Administrator Role Import AML data Symbio data import config files Document import config files Visio import config files Excel import config files Storage connections Extended Configuration Hide Hide graphic options Hide views Hide attributes Hide referenced objects Hide global groups Hide navigation element Rename Add Add single line attribute Add selection list attribute Add selection list value attribute Change Change user selection Configuration ID Provider Before you start Create ID Provider Create ID Provider Configuration Last but not least 65 7 System settings Disclaimer settings Notifications Outgoing settings Privacy settings Process released notification of external systems Region settings SAML settings Theme settings SAP WPB connection Task notifications SAP Solution Manager 7.2 Interface Configuration Introduction 73

5 Symbio Manual - Administrator Role Synchronization flow Hierarchical relationship Supported and planned elements Example of the synchronization 75 8 Administration within the database Import Data in Symbio Consolidate repository objects 81 Legal Notice 82

6 Symbio Manual - Administrator Role 6 Figure 1 Setting up new storage collection 15 Figure 2 Choosing storage collections 15 Figure 3 Create a database 15 Figure 4 Choose configuration template 16 Figure 5 Overview configuration templates 16 Figure 6 Create configuration template 16 Figure 7 Create a new template 17 Figure 8 Add new template 17 Figure 9 Select new configuration template 17 Figure 10 Select the new configuration template for the database 17 Figure 11 - Homepage 18 Figure 12 - Home navigation 18 Figure 13 Creating a homepage 19 Figure 14 - Overview widgets 19 Figure 15 - Text widget 20 Figure 16 - Link widget 20 Figure 17 - List widget 21 Figure 18 - Chart widget 21 Figure 19 - Diagram widget 22 Figure 20 - Table widget 22 Figure 21 - Administration symbol 23 Figure 22 Admin Page 23 Figure 23 - Consolidating users 25 Figure 24 - Selecting users for your user group 26 Figure 25 Table of Permission sets 28 Figure 26 Admin Bereich: Berechtigungsstufen 29 Figure 27 Change permissions of users 30 Figure 28 Set Permissions 30 Figure 29 Add user group 31 Figure 30 Manage user groups 31 Figure 31 Edit Permissions of User groups 32 Figure 32 Set Permissions on User groups 32 Figure 33 Defined sets 33 Figure 34 Chosen permissions 33 Figure 35 Permission sets and related permissions 34 Figure 36 Change permission on one element 35 Figure 37 Add user groups 35 Figure 38 Add HR Permission set 36 Figure 39 Add HR Assistant as role 36

7 Symbio Manual - Administrator Role 7 Figure 40 Add Permission set and user 37 Figure 41 Permit HR Processes 37 Figure 42 View for excluded users 37 Figure 43 View for the HR Assistant 38 Figure 44 Permission for external users 39 Figure 45 User group permission 39 Figure 46 External User View 39 Figure 47 Permit object 40 Figure 48- Copy perma-link for external visitors 40 Figure 49 View for external users 41 Figure 50 Example of process fact sheet 41 Figure 51 create new fact sheet 42 Figure 52 Specify the validity 42 Figure 53 Building Blocks 43 Figure 54 Insert format strings 43 Figure 55 Change size and color 44 Figure 56 Design the layout with placeholder widgets 44 Figure 57 Define content for the lists widget 44 Figure 58 - Facets 45 Figure 59 - Setting up variants 45 Figure 60 - Automation 46 Figure 61 Automation task 46 Figure 62 Automation token 47 Figure 63 Authentication IP address (here IPv6-Localhost) 47 Figure 64 Start automation 48 Figure 65 Example: Authentication token run by IPv6 Local host 50 Figure 66 Example: Selection of task file for generating diagram graphics 50 Figure 67 - Application hooks 51 Figure 68 - Export templates for manuals 52 Figure 69 Administrations page AML Import 52 Figure 70 Create new AML-import config file 53 Figure 71 Import ARIS file 53 Figure 72 Starting import process of ARIS file 54 Figure 73 Import report 54 Figure 74 Updating orphaned view 55 Figure 75 - Excel import config 55 Figure 76 Connect databases 56 Figure 77 Choose Extended Configuration 57 Figure 78 Add tooltips 57

8 Symbio Manual - Administrator Role 8 Figure 79 Hide detailed view in Sub Process 58 Figure 80 Extended configuration Apply changes 58 Figure 81 Extended configuration Settings,Hide referenced objects 59 Figure 82 Extended configuration Settings,Hide navigation elements 59 Figure 83 Renaming possibilities 60 Figure 84 Extended configuration- attribute types 60 Figure 85 Add new single line attribute 60 Figure 86 Settings single line attribute 61 Figure 87 User-defined attribute groups 62 Figure 88 Change user settings 62 Figure 89 - System settings 66 Figure 90 Table of notification info 68 Figure 91 - Notification after creating a feedback 68 Figure 92 - Outgoing settings 69 Figure 93 - Privacy settings 70 Figure 94 - Region settings 70 Figure 95 - SAML settings 71 Figure 96 - Theme settings 71 Figure 97 - Task notification 72 Figure 98 Import data 81 Figure 99 Consolidate released objects 81

9 Symbio Manual - Administrator Role 9 1 Introduction 1.1 About this document This document describes Symbio tasks which can be only executed by Symbio users who have the application role Administrator in Symbio. 1.2 Before you start All documents such as the installation manual and the operation manual can be found at Support Please visit our support website in case of questions, demands and issues. 1.4 Do s and Dont s in Symbio In current version some tasks should be avoided by the administrator to ensure a stable working product Do s Generally specific admin tasks like configurable system settings, e.g. Document template, mail settings, theme settings can be executed with low risk. If mail settings are incorrectly configured, then these settings can be fixed without any downtime Import/Export (Data Migration) First always import a test import into a test database. Use the Excel mass data export/import for translations. New objects will not be generated. If a released/expired version already exists, a new version will be generated. Use the Excel-Importer to import from data from other systems, for example. The import includes only newly generated objects or refreshes of objects and does not include the deleting of objects. o How attributes are refreshed can be configured (OVERRIDE, RETAIN or APPEND); how relations are refreshed can be configured, too (PredecessorSupportsMultipleSuccessors, SuccessorSupportsMultiplePredecessors and SuccessorDeleteDifferentOldPredecessors) o Elements which are NOT imported again by a new import will get the status expired o Deletions and Merges must be done manually using the import log o Please also see Setup Configuration for Excel-Import

10 Symbio Manual - Administrator Role 10 o Update-Imports need an identifier which identifies objects even after there have been name changes, e.g. if an organizational unit is changed; it must be possible to maintain the attribute at the version container (AT_ID) Dont s We currently do not recommend executing the following tasks: Import Do not import ARIS data if import data already exists in target storage due to consolidation issues, especially with master data. Do not import more than single file. Parallel imports increase import time and might run into issues o Symbio Data import (SYMX) o ARIS data (XML) o BPMN import (XML) o Massdata import (XLSX) of the same type, e.g. Roles by Admin1 and Roles by Admin2 o Massdata import (XLSX) of different types Do not import the same processes a second time. After the first import they should only be edited in the target Symbio directly. Do not import Symbio Data (SYMX) files if the source databases contain process house/default categories and the target database already has such data. The target database must be empty. An export of process house and categories is impossible since version 5.9. Do not import Symbio Data (SYMX) files if the source database is a higher Symbio version than the target database. Do not import Symbio Data (SYMX) files if the source database uses another configuration than the target database Export In large databases it s not recommended to execute the following tasks during business hours: Do not export all processes via Massdata because of performance/memory issues on Web server. The Excel-Importer only support files with plain data tables, so it explicitly does not support external data sources, macros, pivot tables or calculated fields/cells. Do not use the Symbio Data export (SYMX) on the Process House or in large categories due to size of exporting data. Do not use the Storage export (SYMX) in Storage Collection due to size of the database System settings Some system settings might affect all users and should be tested in different database before:

11 Symbio Manual - Administrator Role 11 Do not change SAML settings without any reason if it previously works User consolidation In Symbio, users can be consolidated so that all references from one user are transferred to another user. Depending on database size and Symbio version, this can be a very timeconsuming step. Do not consolidate users referenced in many processes/master data during peak business hours. Up to Symbio 5.9, we do not recommend user consolidation if no current backup of the database has been created and no test in a copy of the database has been successfully performed.

12 Symbio Manual - Administrator Role 12 2 Database pools in Symbio 2.1 Create database pools in Symbio If everything is configured correctly,the the Database Pools tab will be available. Create a new database pool for a production system, for example. Note: Our general recommendation is to create a separate pool for each productive database. This makes it easier to recover data. 2.2 Set up database pools in Symbio By default, a standard database pool is created, which contains the connection string from the WebConfig. A connection string must be entered for the database pool in the detail content. This connection string points to the database in which future connected storages will be stored.

13 Symbio Manual - Administrator Role 13 Each database pool has its own status, which can be found in the detail content of the selected database pool. If the status is New or Create, it cannot yet be used. In status Created, it is now accessible and usable. Finally, there is the status suspend. With this status, the database pool is no longer selectable, but still exists. Furthermore, you will find a counter of the storages using the database pool. 2.3 Assign a database pool to storages or storage collection Once the database pool has been created, a storage collection can be created. Select a database pool in the detail content. If no specific database pool shall be used, its recommended to use the standard database pool for the collection. Individual storage within a storage collection can also be assigned to different database pools. To do this, select the corresponding database pool from the drop down in the detail content of the storage to be created.

14 Symbio Manual - Administrator Role 14 It is important to note that each database collection or database can only be assigned to one pool.

15 Symbio Manual - Administrator Role 15 3 Creating storage collections and databases The browser is started with../_sysadmin/_admin. You log in as Administrator. Existing storage collections are displayed and you can create new collections by clicking Tabular Views. Figure 1 Setting up new storage collection A dialog box opens. Enter the name of the new storage collection into the text box and confirm with New. Click the Create button on the right-hand side under Settings in the Detail Content area. The HOME main navigation displays all storage collections. Click the tile to navigate to the newly created storage collection. Figure 2 Choosing storage collections A new database is created in the storage collection under Tabular Views > Storages Figure 3 Create a database

16 Symbio Manual - Administrator Role Configuration templates Embed configuration template Before you create a database, it is absolutely necessary to select a configuration template and then integrate it. Please select the configuration template in the detail area of the database to be created and select a corresponding template. Figure 4 Choose configuration template Figure 5 Overview configuration templates Symbio comes with predefined configuration templates after installation. However, the configuration may differ from the standard. If there is a special configuration, please navigate via the home page to the tile "Configuration Templates". 3.2 Add new configuration template (optional) Figure 6 Create configuration template

17 Symbio Manual - Administrator Role 17 Here an extension by a new template is necessary first. A corresponding configuration file is uploaded. It is recommended to store these SYTX files in the App_Data directory of Symbio. Afterwards the file can be selected via the Upload Screen without having to specify a directory. Figure 7 Create a new template Figure 8 Add new template Figure 9 Select new configuration template The newly created configuration template can now be selected when creating a database. Figure 10 Select the new configuration template for the database

18 Symbio Manual - Administrator Role 18 4 Start page Administrators can create different homepages and adjust the design of the widgets on the homepage. Figure 11 - Homepage 4.1 Creating and editing homepages Administrators can create and edit overview pages and embedded pages. Using the pen in the lower right corner of the homepage or the button configuration in the sub navigation bar you will enter the editing mode of the page you are currently on. If you want to create a completely new homepage, please click on the + in the sub navigation or click on New. Figure 12 - Home navigation Each start page can be configured for a specific audience by using permission user groups. In the editing mode, you can adjust the background color of the homepage.

19 Symbio Manual - Administrator Role 19 Figure 13 Creating a homepage Please save your changes by clicking on the green pen in the lower right corner. 4.2 Creating and editing homepage widgets Administrators can create, edit and move widgets. The following widgets are available via the button New: Figure 14 - Overview widgets By clicking on the widget, the Detail Content appears where you can determine the design and the content (i.e. maturity level analysis) of the widget. You can also choose name, description, size, background and text color. Depending on the kind of the widget there are various design and content capabilities. For example, they can be set to specific sizes, e.g. 2x2, 3x3. Maximum is a column count of 8. Moving widgets to another position on the page is done by clicking on them and then using the arrow which appears. At the moment, widgets can only be moved to the left Text widget Here, please see an example of a text widget.

20 Symbio Manual - Administrator Role 20 Figure 15 - Text widget Link widget Here, please see an example of a link widget. Figure 16 - Link widget List widget Here, please see an example of a list widget.

21 Symbio Manual - Administrator Role 21 Figure 17 - List widget Chart widget Here, please see an example of a chart widget. Figure 18 - Chart widget Diagram widget Here, please see an example of a diagram widget.

22 Symbio Manual - Administrator Role 22 Figure 19 - Diagram widget Table widget Here, please see an example of a table widget. Figure 20 - Table widget 4.3 Permit Home-Sites Symbio supports the configuration of start pages for different user groups. In the Navigation tree, the admin creates a new page and creates the page as described in 3.2. After the page has been configured, an authorization group is assigned to the page. According to this principle, the administrator constructs the start pages for the groups and then authorizes the page in detail content.

23 Symbio Manual - Administrator Role 23 5 Symbio Administration To enter the configuration area for the Symbio Administrator please click on the clog wheel symbol in the upper right corner: Figure 21 - Administration symbol The following is a short description of the various administration and configuration possibilities in the administration area. Figure 22 Admin Page

24 Symbio Manual - Administrator Role Log files Web server log files which collect application error messages. 5.2 Apply new configuration In case of configuration updates (config or method) the admin can apply the update configuration file (.sytx). However, usually it is not required to run it manually because this is already done when first opening a database. 5.3 Application domain In the administration area under the last item "Importer" you will find the version number and the build date of your Symbio version. Please include them when creating tickets. 5.4 Generate reporting scripts SQL Reporting Services Database relevant.

25 Symbio Manual - Administrator Role 25 6 Administration settings 6.1 User Click the User tile to launch the user administration section Setting up users By clicking on New, please enter a name for each new user and assign a password to each user (in the Detail Content). You will also need to define the appropriate user roles for each user in the Detail Content by specifying if the user acts as Viewer, Author and/or Approver. You can assign a user to a number of user groups. In the case of an AD connection via SAML users are automatically created with Viewer rights. Impressum Consolidating users Users can be consolidated via the consolidate button: Figure 23 - Consolidating users In the dialog which then appears, please choose the elements you want to consolidate with the master element and click OK. The process of consolidating users cannot be reversed. 6.2 User groups You set up user groups in the same way as you create users. Click the User groups tile. After you have created the user group using the New option and have assigned a name to the group, you can select the users for this group in the Detail Content area. Click the icon on the Users screen to display a list with all users. Select the required users and click OK.

26 Symbio Manual - Administrator Role 26 Figure 24 - Selecting users for your user group SAML user groups additionally have Application Roles which sets the Application roles of their user/members if SAML group management is activated. 6.3 Permissions Until Symbio 1807 permissions can be set to Viewer to make the content visible only for a certain group or to author the content for editing. If the user group has been defined for the viewer, only the corresponding users are allowed seeing the contents. The following applies to the authors: only registered users of the group are authorized to edit this content and to view. Since Symbio 1808 the permissions feature has been heavily extended by introducing permission sets. After you have created a Symbio storage collection and Symbio storage, you may want to provide or restrict user access to the storage or its contents. For example, you might want to provide access only to specific members of your team, or you might want to provide access to everyone, but restrict editing for some. The easiest way to work with permissions is to create user groups and permission sets, which will help you create finegrained permissions that suit your specific needs. Permissions in Symbio are in tight relation to application roles that distinct between different user roles in the system. This document will in detail explain how, both application roles and permissions work together and how permissions cascade through Symbio object hierarchies. The following chapter 5.3 describes Symbio 1808 permission sets feature Application roles When creating users in Symbio it is important that you define application roles for each user. Symbio supports following application roles: Viewer Author Approver Architect

27 Symbio Manual - Administrator Role 27 Administrator Each application role has rights that are specific for that role and must be considered when working with permissions. Viewer Has right to navigate process landscape in process portal Has right to navigate repository Has right to search for content Has right to create manual or guide for the organization Has right to create link to processes Author Has right to model sub processes (create sub processes) Has right to make sub processes and repositories available for release Can modify only processes that he created or processes where he is defined as additional author. Processes which don't have author defined can also be edited Has right to create their own repository objects Has right to connect existing repository objects to process Approver Has right to delegate decision about releasing or rejecting process or object to another person Has right to reject the release Has right to accept process or repository object to release it Architect Has right to create processes with Categories and Main Processes Has right to create repository objects Has right to setup process house Has right to modify and create objects with a hierarchical structure (organization, it, guidelines), repository objects with tabular structure (roles, input/output) and global tasks Administrator Has right to change every process and object in Symbio Has right to administer users, user groups and permission sets Has right to administer every aspect of Symbio configuration For details about each of these roles please refer to Symbio user manual (pages: Viewer p19, Author p33, Approver p52, Architect p54, Administrator p73). Application roles work together with permissions which will be in detailed explained in this document.

28 Symbio Manual - Administrator Role Permission Sets Permission sets allow you to quickly and easily provide common levels of permissions for one user or group of users. Permission sets define permissions that apply to processes and other elements that use permissions in Symbio. Available permissions are: New element. Edit element, Show element, Delete element, Open element, Approve element. Symbio provides several default permissions sets that can be used for most scenarios. Default permission sets with its permissions are shown in table below: New element Edit element Show element Delete element Open element Approve element Limited access Restricted viewer x Viewer x x Approver x x x Editor x x x x x Full access x x x x x x Figure 25 Table of Permission sets Some permissions are part of Symbio application roles functionalities. These special permissions always force their rules as they are defined in application roles. There are two type of rules. 1. Rules that define what is forbidden in Symbio application these restrictions cannot be later altered with permissions sets. 2. Rules that define what user can do this can be additionally altered with permissions sets. Examples: a. Application role Author has defined rule that Author role cannot create Categories or Main Processes. This cannot be modified with New Element permissions defined in permission set for user. Application role Author has also rule, that sub process can be created, but this rule can be altered with permissions, if we remove New Element from permission set then, user won't be able to create Sub process as well. b. Application role Author has defined rule that he cannot edit processes that other authors created. Adding permission that has Editing permission to the user won't change this rule that was defined by application role Author Overview permissions and inheritance When working in Symbio you deal with lot of different types of objects: Processes (main processes, sub processes, categories), Risks, Organizations, Products, Systems, Documents, Customers, Projects etc. Some of these objects are organized into hierarchies and on top of every hierarchy lays top-level object. These top-level elements are called root objects. For example, top level object of processes hierarchy is Process house. Permissions can be applied

29 Symbio Manual - Administrator Role 29 to any element in object hierarchy except the root element that should be accessible to all users Inheritance An important concept to understand is permissions inheritance. By design, all object that exist in process hierarchies inherit the permissions settings of the parent element in hierarchy. When you assign unique permissions to objects that are lower in hierarchy those objects no longer inherit permissions from their parent object. Instead of that they have their own permissions and inheritance can be applied for their children, too Permission sets administration Administration of Permission sets is in Admin area of Symbio storage. If user log in as Administrator, and switches in Editor mode, he needs to go to Admin panel in right upper corner. Figure 26 Admin Bereich: Berechtigungsstufen After opening admin panel, you can see all groups (Picture 2) that you can administrate. In this case you need Users group. Administration of permissions is done through tree menu items: 1. User, 2. Users group and 3. Permission sets. Administration of users provide options for creating new or modifying existing Symbio users. All information for users is entered here: personal data, password, application roles etc. Administration of user groups provide options for creating new and modifying existing user groups. User groups are used to group users with same permissions to groups, to make administration of permissions easier. User groups are connected to permission sets as well as users, making the connection between them. Administration of permission sets provide options for creating new and modifying existing permission sets. Selected permissions can be grouped together into permission sets to make administration of permissions easier. After you define permission sets they can be added to users or to user groups.

30 Symbio Manual - Administrator Role Administration of users Administration of users can be found in administration area of Symbio storage. If user is logged in as Administrator, and connected to Editor mode, he can access Admin panel in right upper corner. After opening admin panel, all items for administration are shown. In this case you need to choose Users menu. By choosing Users, administration of Users will be open. All users that are already created are shown in the grid. When User is selected, on the right side, in Detail content, all options that can be changed for that user will be shown. Very important option for permissions, that can be set for users, is Application roles option. Please refer to user manual for description of other options that are available for users. To modify User groups and Permission sets of the User, you need to select User in grid and after that you need to click on Change permission button (Change permission button is located in the toolbar), and it will open dialog box for editing permission sets of the user. Figure 27 Change permissions of users In this dialog box permissions sets and user groups are assigned to the selected user. One or more Permission sets can be added to the User, as well as one or more user groups, but User can have no Permission sets, and/or no User groups, as well. One user can be added in more than one user group. Dialog box for administrating User has two options that can be added or changed. Permission Sets and User groups. To add new permission sets, you need to click on permission sets hamburger icon, and new dialog for selecting permission sets will be open. Figure 28 Set Permissions If permission set assigned to user needs to be removed, user needs to hover over permission until trash can is shown. Clicking on it, system will ask to approve that user want to remove

31 Symbio Manual - Administrator Role 31 that permission set from user group. After approval, permission set will be removed from the list. Figure 29 Add user group When we add permission sets to a user we define default permission sets for that user. These permission sets are applied on all elements in Symbio, where no specific rights are applied to elements. It is necessary to have in mind that rights that are assigned by default permissions, additionally can be altered by application roles that are assigned to the user. Permission sets can only limit rights that are assigned by application roles and in no case cannot extend them. One user can have more than one Permission sets. In that case, union of all permissions contained in those permission sets, will be applied to that user. In other words, user will have permissions from all Permissions sets assigned to him. User can be added to the User group, which will be explained below in Administrating User Group chapter, and User group can be assigned to the User. That can be done using dialog box Change permissions. After clicking on User groups, new dialog box will be opened, and new user group can be assigned to the User, that user will be in that User group. User groups can be removed from the list the same as it is explained for removing permission sets above. Figure 30 Manage user groups More than one User group can be assigned to the User. That means that one User can be assigned to more different User groups that have different Permission sets. Each User group will give User some specific permissions in the system, and they can, but don t have to, exclude themselves. In other chapters it will be seen how users can have different permissions depending on membership in User groups.

32 Symbio Manual - Administrator Role Administration of user groups To edit user group and add or edit Permission sets of the user group, you need to select desired row and clicks on Change permission button. Change permission button is located in the toolbar, and it opens dialog box for editing permission sets of user group. Figure 31 Edit Permissions of User groups. Dialog box for administrating User group, is similar to dialog box for editing Permission sets with similar options. There are two options that can be added or changed. Permission Sets and Users. To add new permission sets, you need to click on hamburger on the right side of permission sets part, and new dialog for selecting permission sets will be open. Figure 32 Set Permissions on User groups It is possible to navigate to Permission sets list directly from this dialog box, by clicking on the linked name of that Permission set. After clicking on the link, system will open the list of all

33 Symbio Manual - Administrator Role 33 Permission sets and selected Permission set marked with orange colour. From there you can further administrate Permission sets. One or more users can be added by selecting hamburger on the right side of Users lookup field. New dialog will be open, and user can be added to current user group. User groups are used to set special permissions to the object, and that will be explained below in chapter Permissions on objects Administration of permission sets Permission sets can be created, edited or deleted. All permission sets are showed in list when user is logged in as Administrator Figure 33 Defined sets After selecting permission set in list, details of that permission set will be displayed in Detail content on the right side, showing what permission sets are selected. To edit permission set, user needs to select desired permission set, and click on Change permission button, that is in the toolbar, when the new dialog, for editing permission set, will be open. Figure 34 Chosen permissions Here user can select or deselect permission set options. New element the user will have permission to see, open, create new and edit the element, New element option cannot be selected separately, all Edit element, Show element and Open element will be automatically selected (Picture 16)

34 Symbio Manual - Administrator Role 34 Edit element the user will have permission to see, open and edit the element. Edit element option can be selected without New Element option, but not without Show and Open element, those selection are done automatically. (Picture 17) Delete element the user will have permission to see, open and delete the element. After selecting Delete element option, Show element and Open element will be automatically selected, and it is not possible to unselect them without unselecting Delete element option as well. (Picture 18) Show element the user will have permission only to see elements, without any details about selected element. If there is no option to see only name of the elements, without showing some details, user will not be able to see anything. This option is always selected when some other option is selected. And it is only option that can be selected by itself. Approve element the user will have permission to see, open and approve the element. After selecting Approve element option, Show element and Open element will be automatically selected, and it is not possible to unselect them without unselecting Approve element option as well. Open element - the user will have permission to see and open the element. After selecting Open element option, Show element will be automatically selected, and it is not possible to unselect it without unselecting Open element option as well. Open element option is usually used for users that should only see all elements and their details. New element Edit element Delete element Show element Approve element Open element New element x x x x Edit element x x x Delete element x x x Show element x Approve x x x element Open element x x Figure 35 Permission sets and related permissions After selecting desired option clicking on OK button will save the changes and Cancel button will discard them. For creating new permission set, you enter the name of Permission set and click on button New. New row in grid below will be shown, but without any permission set chosen yet. In the right part, in Detail panel, message is shown that says Please use the corresponding menu entry in the toolbar to change permissions. Procedure for adding new permission sets is the same as editing permission sets, that is explained above. It is also possible to leave Permission set without selecting any options - user can create empty permission set.

35 Symbio Manual - Administrator Role Permissions on objects Permission sets can be assigned to object in every element, as for example category, process, sub process etc.. on all types of object in Symbio. Selecting desired element for what Permissions should be changed, in toolbar button Change permissions will be shown. After clicking on it, new dialog box will be open, and it will be possible to changes permissions for that selected element. Figure 36 Change permission on one element There are three options that can be set in Change permission of an element. Permitted groups - Here User groups, with specific Permission sets and Users, can be assigned. It can be added more User groups. Users in those groups will have Permissions from that User group, on that selected object. Figure 37 Add user groups Inherit permission from parent - This option can be selected or deselected. By selecting this option, the inheritance of the current object from its parent is controlled. If a user group is set and this option is set, all users in the user group get the permissions of the user group plus the permissions that would inherit from the parent, i.e. the permissions they would have without any permission setting at the current object. If the option is not set, the users of the user group get *only* the permissions from the permission set of the user group, i.e. the permissions from the parent object have not influence on the current object for the users in the current user group. Permission mode For this option, one of two options can be chosen. Default option, that is selected when dialog box is opened first time is Exclude users from other user groups. That means that only users from chosen User groups will be able to see selected object. Other option is Standard permissions for other users. If this option is selected, all users (if their rights allow them) will see that object, but only users, from chosen user groups for that object, will have permissions from that are assigned to chosen User group.

36 Symbio Manual - Administrator Role User scenarios Human resources user In this scenario it will be explained how user groups and permission sets can be used, and how can user groups and permission sets help to hide or show only specific part of the system from specific user or user group. This will be shown on example of Human resources, and how only HR group can see some categories. Steps: 1. Administrator creates Permission sets HR permission set, which has all permission selected. This Permission set will later be added to users and user groups. Figure 38 Add HR Permission set 2. Administrator create user HR assistant. User role is Architect. All other attributes that are needed are filled in. Figure 39 Add HR Assistant as role 3. Administrator changes permissions on user that he has created. For permission sets he selects Permission set that he created in step one HR permission set, and user group will be added after he creates new User group. 4. Administrator creates new User group HR from Admin panel. In Change permission dialog box, he chooses for Permission sets permission set that he created in step 1 HR permission set, and in User part he adds new user HR assistant that he created in step 2. Picture 24

37 Symbio Manual - Administrator Role 37 Figure 40 Add Permission set and user 5. After he created all necessary steps for using permission sets correctly on object Administrator navigates to Processes and select Category HR Processes, where are all processes that are involved with HR team. In toolbar Administrator goes on Changes Permission button. 6. On Change Permission dialog box he chooses User group HR for permitted groups, select option for Inheritance and select option Exclude users from other user groups Figure 41 Permit HR Processes 7. After click on ok button, changes are applied and because Admin user is still logged in, he does not have permission to see HR Processes Category, Category in graphic view is disabled, and all processes inside it are not visible. In Tree view nothing is visible. Figure 42 View for excluded users

38 Symbio Manual - Administrator Role Next step is to log out as Administrator and log in as new HR user and go in Editor mode. Navigate to processes as HR user. Category for HR Processes is visible and usable. User can see, open, add new and edit all elements, which Admin user couldn t do after settings permission to HR Category. Figure 43 View for the HR Assistant Using this example Administrator could create any User group with necessary Permission sets, assign to the group specific Users. Different kinds of group, with different Permission sets could provide to specific users to only they can see and/or modify some parts of system. External user In this scenario it will be explained how user groups and permission sets of the user will provide possibility for some user to just see some specific part of the system. This will be shown on example of External user and how External user can see only specific part of the system. Steps: 1. Administrator creates Permission sets External user permission set, which has none permission selected. This Permission set will later be added to External Users. Administrator then creates new Permission set "Viewer user permissions" which has Open and Show element permission selected. This Permission set will later be added to External User group. 2. Administrator create user External user. User role is Viewer. All other attributes that are needed are filled in as.

39 Symbio Manual - Administrator Role 39 Figure 44 Permission for external users 3. Administrator changes permissions on user that he has created by selecting on Change permissions button. In dialog box for permission sets he selects Permission set that he created in step one External user permission set, and user group will be added after he creates new User group. After this step, if user would logged in, nothing will be shown to the user, only navigation bar. Figure 45 User group permission Figure 46 External User View Administrator creates new User group External from Admin panel. In Change permission dialog box, he chooses for Permission sets permission set that he created in step 1 Viewer user permissions, and in User part he adds new user External user that he created in step After he created all necessary steps for using permission sets correctly on object Administrator navigates to Processes and select Category External Processes, where

40 Symbio Manual - Administrator Role 40 are all processes that External user should have permissions to see and open. In toolbar Administrator goes on Changes Permission button Figure 47 Permit object 5. On Change Permission dialog box, he chooses User group External for permitted groups, select option for Inheritance and select option Standard user permissions 6. After click on ok button, changes are applied and because Admin user is still logged in, he has permission to see External Processes Category, because Standard user permission has been chosen. 7. After Setting permission to the External processes, Administrator must get Permalink of that category, so he would send direct link to the External user. Permalink icon is located in toolbar of category, or any process. Dialog box for Link creation is opened, and there is a button create link, on what Administrator clicks on, and below new link is created. Next to the link, after Administrator hover on the link, Copy icon is shown Figure 48- Copy perma-link for external visitors After clicking on the icon, user gets the message that Link is copied to the clip board. Administrator can paste that link directly to the External user or save it in some document. 8. Administrator pasted link to the External user and next step is to log out as Administrator and log in as new External user. External user paste link that he got, from Administrator, in to the browser. After he presses enter button, process category that he is allowed to see and open are loaded. User can see and open, but this user cannot see any other part of the system.

41 Symbio Manual - Administrator Role 41 Figure 49 View for external users Using this example Administrator could create any User group with necessary Permission sets, assign to the group specific Users. Different kinds of group, with different Permission sets could provide to specific users to only they can see and/or modify some parts of system. 6.4 Dynamic attributes Feature to use dynamic/user-defined attributes in processes. If you consider using those, please contact us. 6.5 Process fact sheet The fact sheet function allows the administrator to configure individual views for users. Figure 50 Example of process fact sheet Create process fact sheet Fact sheets are created in the admin area. In the "Element Letters" tile, the administrator configures, manages and deletes profiles.

42 Symbio Manual - Administrator Role 42 A fact sheet is first created and saved with a name. Figure 51 create new fact sheet This name will be displayed later for the user in the graphic selection. The name can be changed at any time in the admin area of the Detail Content. After the name has been specified, the administrator must specify the validity of the profile. Depending on the selection you make, this will be visible for the views and their diagram types. Figure 52 Specify the validity Configurate fact sheet The configuration of a fact sheet is like the start page configuration, except that for the descriptions there are only the text, list and placeholder widgets available as building blocks.

43 Symbio Manual - Administrator Role 43 Figure 53 Building Blocks A text widget combines static texts with attributes that are to be maintained in the Detail Content. The attributes from the list below are included in the "Text" Detail Content. The formatting of the building blocks is done the same way as in other areas by the HTML editor. To include an attribute, the format strings must be inserted in the Text Editor as shown in the list below. For example, to name the author of a process in the text, the format string [ATX_AUTHOR] must be inserted. The size of the widgets can be defined in height and width. The widget changes according to your choice. Background and text colors can also be selected in the detail content. Figure 54 Insert format strings

44 Symbio Manual - Administrator Role 44 Figure 55 Change size and color Placeholder widget allows the administrator to customize the layout. These are not displayed in the display for the users and are only built in for the setup. The size of the placeholders can also be changed and the order of the rows can be moved. Figure 56 Design the layout with placeholder widgets The list widget shows all objects of the selected type. All contents from the object types are then listed in this list. The list can be limited by setting a limit. Figure 57 Define content for the lists widget Finally, you can delete, move, zoom in, zoom out or change the colors of the selected widgets.

45 Symbio Manual - Administrator Role Facets In Symbio, facets are used to display processes, organization, repository items, etc. It is possible to set permissions so that only specific user groups can add or edit processes, roles, etc. Figure 58 - Facets 6.7 Variants Global and local variants are set up via the tile Variants on the administration page. Figure 59 - Setting up variants Additionally, the administrator can define tags via the tile Tags to be used together with variants. 6.8 Tags Only users with administration rights can create tags. Tags can be used in the user fly out menu to filter processes and repository items in list views (e.g. start page). Existing tags be connected to processes and repository items. 6.9 Languages In Symbio, English (1033) and German (1031) are supported. The entire user interface (UI) is localized and the process data culture is activated for both languages. Releasing a process/repository item is only allowed if mandatory attributes are set for both cultures and in case of importing process data only configured cultures will be imported. English (1033) is the default language. Other languages can be added as well. It is also possible to remove a language here, except the default language. Note: If the Symbio installation administrator has activated the translation feature via the Web.config, language-dependent attributes are automatically translated online, whereby the source language corresponds to the set default language. As delivered, the default language is English, i.e. the user can only translate from English to German, but not vice versa.

46 Symbio Manual - Administrator Role Automation Automation tasks are used for example: importing of Active Directory users (useful to have all users in the database at once) running of maintenance database tasks in case of configuration/method changes to avoid an extra Symbio Web update deployment rendering and storing of all existing diagrams for better performance especially in viewer mode handle events of Symbio using Automation hooks. Figure 60 - Automation Set up an automation task 1. Please open the menu New, enter a name and click on New. Figure 61 Automation task 2. You can now describe the automation tasks. 3. Add the automation file to the group Automation actions. You can choose one of the following types: a. Task file (XML format): Plugins can be executed. b. Conversion file (XML format): Here you can change units in the database Requirements for automation tasks via PowerShell, etc. If you do not want to start the automation task via the Symbio surface but via a link like e.g. PowerShell, an authentication token is necessary for the automation task to authorize the caller. 1. Please open the menu New, enter a name and click on New.

47 Symbio Manual - Administrator Role 47 Figure 62 Automation token 2. Furthermore, the token must have the appropriate rights. Please adjust the application roles in the detail area: 3. Due to safety reasons, the validity of the token must be configured, too. By default, the validity is 90 days. When the validity of the token has run out, the automation task cannot be started. a. If s are activated, the Symbio Administrator will receive an as soon as the automation task is started from a new IP address for the first time. b. The token can be revoked for an IP address as well. Figure 63 Authentication IP address (here IPv6-Localhost)

48 Symbio Manual - Administrator Role Run automation object There are two ways to start an automation object: directly in Symbio Outside of Symbio via PowerShell, C# or JavaScript Run automation object in Symbio Please click on Run automation to start it directly in Symbio. Figure 64 Start automation Run automation object outside of Symbio The group Automation API offers some information for starting the action outside of Symbio. 1. Automation via PowerShell is started as follows: Please copy the text you see in the grey PowerShell box in a PowerShell and run it. 2. The automation is started and the export file can be downloaded via the closed task. a. It is also possible to see the result directly in the PowerShell or export it to save the way to Symbio. For this, the last line in the PowerShell has to be adjusted: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST

49 Symbio Manual - Administrator Role 49 select -expand Content b. For an export into a file please use: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST select -expand Content Out-File D:\temp\export.xml Note.: Please adjust target directory and target file.

50 Symbio Manual - Administrator Role 50 Note: As the export of larger databases into a separate file can take some time, the default PowerShell TimeOut of 100 should be increased. See c. c. For an export from large databases which takes longer than 100 seconds please use: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST - TimeoutSec [int]::maxvalue select -expand Content Out-File D:\temp\export.xml 3. As soon as the automation task has been started via the token, the IP address of the caller will be saved. In this case it is the local host address (IPv6). Figure 65 Example: Authentication token run by IPv6 Local host Examples of automation tasks Generating diagram graphics for caching in the database An automation task can be used to generate diagram graphics for caching in the database. For this, please create an automation task as explained in Fehler! Verweisquelle konnte nicht gefunden werden. and link it to the example Set_all_diagram_saved svg_attributes.xml. Figure 66 Example: Selection of task file for generating diagram graphics The automation task can now be started as explained in Attention: All graphs are generated for all languages and diagrams, which can take a long time depending on the number of diagrams and their complexity. Therefore, it can be useful to generate the diagrams in several steps or only on one part of the diagrams. To do this, edit the task file or connect a customized file to the automation object. 1. Possible restrictions/subdivisions are: By deleting diagram types in the line <Setting Name="DiagramTypes" Value="MTX_PROCESS_HOUSE MTX_SUB_CATEGORY MTX_MAIN_PROCESS MTX_MID_PROCESS MTX_SUB_PROCESS MTX_DETAIL_PROCESS MTX_RISK_STRUCTURE_ARCHITECTURE MTX_REQ_ARCHITECTURE MT_ORG_CHRT

51 Symbio Manual - Administrator Role 51 MTX_IT_ARCHITECTURE MTX_KNOWLEDGE_STRUCTURE_ARCHITECTURE" /> generating can be limited to specific diagram types. 2. by entering and editing the list of LCIDs in line <Setting Name="Lcids" Value=" " /> generating can be limited to specific languages. 3. It is possible to select the diagrams for which the generation is to be carried out. For example, the following task content will be used to generate a generation for all released diagrams: <?xml version="1.0" encoding="utf-8"?> <?PZ_STorageObject_TypeString Symbio.Base.Framework.FrameworkServices.Configuration.StorageConverter.Converter, Symbio.Base.Framework?> <Converter xmlns=" <ConversionGroup Id="SetAllDiagramSavedSvgAttributes"> <SelectDiagram AttributeType="AT_STATE_1" AttributeValue="AVT_RELEASED"> <CustomEntityOperation> <Settings Implementation="Symbio.Base.Rendering.Converter.SetDiagramSavedSvgAttributes, Symbio.Base.Rendering"> <Setting Name="DiagramTypes" Value="MTX_PROCESS_HOUSE MTX_SUB_CATEGORY MTX_MAIN_PROCESS MTX_MID_PROCESS MTX_SUB_PROCESS MTX_DETAIL_PROCESS MTX_RISK_STRUCTURE_ARCHITECTURE MTX_REQ_ARCHITECTURE MT_ORG_CHRT MTX_IT_ARCHITECTURE MTX_KNOWLEDGE_STRUCTURE_ARCHITECTURE" /> <!--<Setting Name="Lcids" Value=" " />--> </Settings> </CustomEntityOperation> </SelectDiagram> </ConversionGroup> </Converter> 6.11 Service Hooks Service hooks are configured callbacks for specific events. The events are defined in Symbio and depend on the service hook type Application Hooks In case of an application hook the custom callback is a selected automation task. To create an application hook to the following steps: 1. Open the New menu, enter a name and click on New. 2. Figure 67 - Application hooks 3. Define the event. The hook has to be a callback. You can select one of the following events: a. Process released b. Document released 4. Define the time of the execution, after or before the state change. 5. Add the automation task in the Automation tasks group. Once you have configured the settings the hook is active for the selected event. This means when you release a process all hooks of this event type Process released will be executed parallel during the state change phase.

52 Symbio Manual - Administrator Role Export templates for manuals Default manuals are available. Customized manual templates can be added here. Figure 68 - Export templates for manuals 6.13 AML converting import config files In Symbio, it is possible to import processes from ARIS. Importing of ARIS data mostly needs a customized config file to import ARIS data successfully. ARIS data should be imported to an empty database unless you are absolutely sure that the GUIDs which will be imported do not exist in the target database already Configuration for AML import To import ARIS data, it is required to set up the AML-import converter first. To do so navigate to administration page and choose AML import. Figure 69 Administrations page AML Import

53 Symbio Manual - Administrator Role 53 Create a new AML-import configuration. Enter name and click on New. Figure 70 Create new AML-import config file After the new configuration has been created, click on Add in the detail content and follow the dialogue window to add the file. Custom configuration file is important for ARIS data to be imported successfully Import AML data When previous steps are completed, Symbio is ready to import data from ARIS. Choose Processes > Architecture in navigation menu and proceed to import setup. ARIS import is available in the toolbar with additional administration functionality. Figure 71 Import ARIS file

54 Symbio Manual - Administrator Role 54 Dialogue window will be opened where import process can be set up. To start the importing process please follow these steps. Choose the XML file exported from ARIS, click Add Choose configuration file (created in previous step) Start the import process by clicking OK Figure 72 Starting import process of ARIS file The process will run in background and will take some time depending on ARIS xml file size. You can watch the event log, as well as download the report of the process in Info-board. Figure 73 Import report After successful import you will find imported processes under Processes > Orphaned. If processes are not visible, please refresh the list. It can be also customized that imported Aris processes are part of the process house.

55 Symbio Manual - Administrator Role 55 Figure 74 Updating orphaned view 6.14 Symbio data import config files Mapping files to import Symbio data (.symx) can be added here. For instance, repository data can be managed between the testing database and working database. The import will be done in the toolbar with the additional administration functionality Document import config files Feature to import Microsoft Word documents which require specific config files Visio import config files Feature to import Microsoft Visio files. Default converter for BPMN/EPC exist but specific config files are required to import customer s Visio files. The data type of for migration must be in VSDX Excel import config files Feature to import Microsoft Excel files from external systems (e.g. MEGA) which require specific config files to map items as required. Figure 75 - Excel import config 6.18 Storage connections In case of specific company organizational structures, it is useful to split databases. For example, the master database can send released items to a slave database. A HTTPS connection is required.

56 Symbio Manual - Administrator Role 56 By distributing data from the master to the slave, standardized contents can be maintained in the master and distributed to the slave DB. To do this, the databases must first be set up and then linked with each other. In the admin area under "Database Connections" the administrator creates a new slave database (IMPORTANT THE URL OF THE SLAVE DB AS ID e. g. The connection to the slave DB is then requested in Detail Content. In the same view the Admin of the Slave-DB accepts this request and both DBs are linked with each other. All released contents can now be copied to the slavedb by the admin by clicking on "Distribute". All contents of the master DB cannot be edited by the subordinate DBs. Figure 76 Connect databases

57 Symbio Manual - Administrator Role Extended Configuration Additional configuration options are available for the administrator in the tile "extended configuration". This includes hiding various information, renaming the standard interface and adding new attributes. To use the advanced configuration, please proceed as follows: In the admin area, open the tile 'Advanced configuration Figure 77 Choose Extended Configuration Create a new type with one of the configuration options. To any of the new configurated attributes there is the possibility to add tooltips to describe the attribute or give hints. Figure 78 Add tooltips The next sections describe some of the configurations in more detail Hide Hide graphic options The configuration "Hide graphics options" allows the administrator to minimize the graphical selection in processes. All standard graphics in Symbio and the user-defined fact sheets can be managed with this configuration. 1. Select type Hide graphics options 2. Enter name for configuration entry (e.b. detailed view Sub Process) 3. Define settings 4. Activate configuration entry

58 Symbio Manual - Administrator Role 58 Figure 79 Hide detailed view in Sub Process 5. Apply changes (this only works for configuration entries which are activated in the Detail Content; all configuration entries are always applied). Figure 80 Extended configuration Apply changes Hide views With this configuration, individual areas such as Detail Content or the navigation tree can be collapsed for Viewer and/or Editor Hide attributes The configuration Hide attributes allows you to delete content in the Detail Content, e. g. Risk assessment Hide referenced objects The configuration Hide referenced objects you can hide certain elements you do not need for modeling. Example: Hide, Requirements in Detail Content 1. Create configuration entry with meaningful name (e.g. Requirements DC) 2. Define settings: Valid for facet= requirements; valid for type= requirements

59 Symbio Manual - Administrator Role Check Activate 4. Apply changes Figure 81 Extended configuration Settings,Hide referenced objects Hide global groups Hides complete groups, e.g. 'Responsible Role', in detail Content. Hiding can be done for all users or only for the viewer mode Hide navigation element Entire navigation elements can be hidden. These include e.g. systems or input/output. Figure 82 Extended configuration Settings,Hide navigation elements Rename The administrator renames the information names using this configuration. The new name replaces the selection and is now used throughout the system. You can also use this function to rename user attribute groups.

60 Symbio Manual - Administrator Role 60 Figure 83 Renaming possibilities Add The Administrator can set up user-defined attributes. Figure 84 Extended configuration- attribute types Here, there are some examples explained in detail: Add single line attribute 1. Select attribute type 2. Define ID and set up configuration entry via New. Defining the ID in capital letters determines the last part of the API name. Please do not use special characters or -. Figure 85 Add new single line attribute The API name for reusing in for example manuals would then be: ATX_CUSTOM_SHORT_DESCRIPTION 3. Define settings in the Detail Content

61 Symbio Manual - Administrator Role 61 Figure 86 Settings single line attribute Name: must be maintained in all languages. You can use the Translate button Tool Tip: if maintained the attribute will appear with an info symbol and a note when using the mouse over. Sorting: if there are several user-defined attributes per user group, the order can be determined here. Activate: must be checked; otherwise the attribute is not considered when changes are applied. Settings: Valid for facet, valid for type, group, language independent, maximal length.

62 Symbio Manual - Administrator Role 62 The following user-defined attribute groups are available: Figure 87 User-defined attribute groups User-defined attribute groups can be renamed using the configuration option Rename Add selection list attribute In addition, the following is to be observed here: Language independent should be checked Apply the changes bevor assigning values Add selection list value attribute In addition, the following is to be observed here: When a new value attribute is created (ID is VALUE) the API name AVTX_CUSTOM_VALUE. The selection list attribute must be assigned Change By configuring "Change", the administrator can change settings in Symbio Change user selection The admin adjusts the users in Symbio and can activate or deactivate the inheritance of the persons responsible. You can also set that only the selected user types are allowed to edit the process. Figure 88 Change user settings

63 Symbio Manual - Administrator Role Configuration ID Provider Before you start After successful installation and connection of the ID Provider Service, a table with 2 columns is created in the ID Provider database. In this table, a new entry should be added for each consuming Symbio instance. Simply use the following statement and replace the colored fields with your data: insert into enter ID Provider Name.Subscribers (subscriber, token) values (NEWID (),'enter desired token name') Now note the name of your token from the database and the URL to your ID provider services. For example, if you install the service under "IDProvider" and create the token named "mytoken", the script would look like this: insert into IDProvider.Subscribers (subscriber, token) values (NEWID (),'mytoken') URL = Token = mytoken Create ID Provider Navigate to a database in Symbio. Then click on the cogwheel at the top right into the admin area of Symbio. Here you will find a tile with the name "ID Providers". Now you are in the overview of your ID provider. Click New and choose a name for your ID provider. Click on New to create it. In the next step, please select the provider you have created and enter the URL and token from chapter 1.1 on the right side of the detail content.

64 Symbio Manual - Administrator Role Create ID Provider Configuration There is a configuration to configure the ID provider, for example, which facets and objects it affects. A configuration is created under the service. Select the service and click on New to create the configuration. If you select this created configuration, you can define in the detail content how this ID should look like and which facets or objects it concerns. Format This item describes how the composite unique ID should look like. In this field you can use various placeholders to create an individual ID. You will find hints and examples below in the detailed content. To illustrate this, a prefix "Role-ID-" is selected and "{0}" is set behind it.

65 Symbio Manual - Administrator Role 65 Thus, for example, this prefix is always used with each newly created ID for a role, followed by an ascending number. Facet und Type You can also configure under "Facet" and "Type" for which facet and underlying object this ID should be generated. For example, roles. Valid for Attribute Type The field "Valid for Attribute Type" defines for which attribute this ID is entered in a role. In this example, the created ID is to be written to the ID attribute of the object. It could also be written in the name field or some others. Clicking on the field displays all options. Allow refresh Select this option if you want to allow this ID to be updated automatically after changing the connected objects in the ID. Get ID on Creation This option should be selected if you want an ID to be assigned automatically when a new object is created Last but not least The configuration of your ID provider is successfully completed by automatically saving and entering all parameters. Note: The ID provider must be installed separately. Details can be found under the following link:

66 Symbio Manual - Administrator Role 66 7 System settings The following is a short description of the Symbio system settings. Figure 89 - System settings 7.1 Disclaimer settings The disclaimer is disabled in Symbio default settings. Activate the checkbox Disclaimer activated to enable the disclaimer in the header bar and press F5 to refresh the Browser window. To add a disclaimer text, please use the disclaimer input box. 7.2 Notifications Feature to enable the following notifications. Customized mail template text can be configured. Example for notification - notification after creating a feedback: Notification Content Notification after completing a request Notification after expiring an element Based on the maintenance of the process participants, this notification is sent to the responsible users. The participants in the release workflow receive this notification after the status changes to "Ready for QA" or "Ready for release". As soon as an object has expired, all parties involved are informed. to: QM for "Ready for QA". Process Owner "Ready for Release" Author Responsible

67 Symbio Manual - Administrator Role 67 Notification after declining the release of an element Notification after declining the expire of an element Notification after evaluating a request Notification on approval of requests Notification after successful quality assurance of an element Notification after creating a request Notification after releasing an element Notification after negative quality assurance of an element Notification before expiring an element Notification before performing a review Notification before releasing an element All contents that have the status "expired" are no longer visible to the viewers and cannot be used by authors. If the responsible person rejects the release of a process, all participants in the release workflow receive the notification. Released content (processes and objects) can be requested by the author for execution. All contents that have the status "expired" are no longer visible to the viewers and cannot be used by authors. As soon as the person responsible for the process has processed the request (feedback, question, comment, etc.), the user (requester) receives a concrete answer. After the request (feedback, question, comment etc.) has been incorporated by the author, the user (requester) will receive confirmation of this. When the QM process is released, the author receives a notification that the QM is now ready for release. The person responsible then receives the task for process release. If the user sends a request (feedback, question, comment, etc.) to a process, each participant receives the notification. The request runs through the same workflow as the process If the user sends a request (feedback, question, comment, etc.) to a process, each participant receives the notification. The request runs through the same workflow as the process Rejection of process release by QM. QM rejects the request from the author for QA. To set a released content (process or object) to Expired, a request for expired must be triggered (applies only to authors). The person responsible receives a workflow task to confirm this request. If the author adds the reviewers (process release workflow), these viewers receive the task of analyzing the process. The reviewers will be notified as soon as the status is set to "in Review". Notification to the author as soon as the release workflow changes from QM to the QM QM Author Author Requester All parties involved (author, QM, process owner Author All parties involved (author, QM, process owner, enquirer) All participants (author, QM, process owner) Author Author and process owner Viewer Author QM (alternative)

68 Symbio Manual - Administrator Role 68 Notification before quality assurance of an element Notification on validation of request Notification after creating a release request person responsible or directly to the person responsible for the process. Notification to the author as soon as the release workflow changes over to QM. Notification before release of the request by the person responsible. As soon as the request starts (without QM) or the request has already been confirmed by QM, the author receives a notification that the QM checks this request. Notification before QM checks the request. As soon as the request starts (request for process), the author receives a notification that QM checks this request. Figure 90 Table of notification info Author Author Author Figure 91 - Notification after creating a feedback

69 Symbio Manual - Administrator Role Outgoing settings Outgoing settings need to be configured to make use of task/request notifications. Mandatory fields are highlighted. Nevertheless, username and password for a mail server account should be used under Authentication instead of using an anonymous authentication mode. Example: Figure 92 - Outgoing settings 7.4 Privacy settings The privacy settings currently consist of two settings which can be disabled if company guidelines require it because of work council or other reasons. Request enables the option for users to provide feedback on process elements like main/sub processes and repository items. Even in Viewer mode. Global feedback enables the option to provide general Symbio Web application feedback via survey by using the smiley in header bar.

70 Symbio Manual - Administrator Role 70 Figure 93 - Privacy settings 7.5 Process released notification of external systems Feature to enable notifications about tasks. Customized mail template text can be configured. 7.6 Region settings The region settings are not set in Symbio default settings so the web server s regional setting (region and time zone) are used. If regional settings are set, then time stamps in the user interface will reflect these, e.g. in attributes of processes or release tasks. The user can still overwrite these settings by setting user-dependent regional settings in the user s profile in Symbio users management. Figure 94 - Region settings 7.7 SAML settings If the user management should be managed by the Microsoft Active Directory, then SAML settings need to be configured here. For SAML and ADFS configuration instructions, please refer to our Symbio Web installation manual and the SAML Check-List. If the SAML group management is activated, the user s application roles depend on the SAML user group where the user is member of. If the user is member of more than one group then highest role will win.

71 Symbio Manual - Administrator Role 71 Figure 95 - SAML settings 7.8 Theme settings The default Symbio theme can be customized by changing the colors of the header and navigation bars. It is also possible to replace the Symbio logo with your own logo. To activate new theme settings, please press on Compile button and then press F5 to refresh the browser window to make the changes visible. To reset the theme back to the Symbio theme, press the Reset button. We recommend, for example, embedding the corporate identity only in the productive database in order to make a clear difference to the testing system. Figure 96 - Theme settings 7.9 SAP WPB connection Feature to enable a plug-in which synchronizes SAP Workforce Performance Builder elearning items to Symbio training repository objects. If you consider using this plug-in, please contact us Task notifications Feature to enable the following notifications about tasks. The notifications are enabled within Symbio and the setting here has no effect. Task notification after completing a feedback

72 Symbio Manual - Administrator Role 72 Task notification after creating a feedback Task notification after declining the expiry of an element Task notification after declining the release of an element Task notification after evaluating a feedback Task notification after expiring an element Task notification after negative quality assurance of an element Task notification after releasing an element Task notification after successful quality assurance of an element Task notification after usage of an authentication token Task notification before expiring an element Task notification before quality assurance of an element Task notification before releasing an element Task notification on approval of feedbacks Task notification on validation of feedbacks Example for task notification - Task notification after releasing an element: Figure 97 - Task notification

73 Symbio Manual - Administrator Role SAP Solution Manager 7.2 Interface Configuration Introduction The SAP Solution Manager Symbio interface allows the synchronization of business processes and their structure between SAP Solution Manager and Symbio application. Symbio being the business window into the IT world of Solution Manager 7.2. Solution Manager 7.2 supports the so-called branch management. One branch is a version of business process models, documentation, systems It also supports the release process, meaning it is possible to release one branch to a higher parent branch. This setup allows you to clearly differentiate between business process content that is productive and content that is still work in progress. The minimum branch setup consists of a production and maintenance branch. Further branches such as development or import branch can be added due to specific requirements. The picture below describes one Solution Manager 7.2 solution and its connection to Symbio. The set of branches are all stored in one container that is called the Solution. The solution it the single source of truth in Solution Manager 7.2

74 Symbio Manual - Administrator Role 74 Solution Manager 7.2 also supports reference content. The usage of the SAP reference content is a good possibility to accelerate a project, especially in the prepare and explore phase. The provided content can be downloaded from the Solution Manager to Symbio and be processed there. An example of the reference content are SAP s best practice packages that deliver predefined processes for SAP solutions Synchronization flow The reference content is imported to the import branch. The user would choose the content from the import branch he wants to transfer to the development branch which will communicate with Symbio. Then the content from the design branch is synchronized to Symbio. In Symbio the business user would be able to change, add and delete content. When he is finished with modeling he would upload the changed content back to the design branch Hierarchical relationship The hierarchical relationship between Symbio and Solution Manager is shown in the picture below.

75 Symbio Manual - Administrator Role 75 Symbio Process house is synchronized with Solution Manager branch. The administrator can configure to which branch the Symbio storage is connected to, on the settings page Supported and planned elements The elements that are supported by the interface can be organized into three groups 1. Hierarchical elements Process house Category Main Process Sub process 2. Business process elements Start Event End Event Intermediary Event Local Task Global task(from the repository) Gateways (Or, Either-or, And) Sub Process as a reference to another sub process Sub process as placeholder Conditions 3.Corona elements Roles Additional elements that are planned to be supported by the standard interface, are the corona elements Documents Systems Transaction Additional elements can be added on customer request Example of the synchronization This example will show the third and fourth step of the picture. The first two steps have already been done in Solution Manager 7.2.

76 Symbio Manual - Administrator Role 76 There is a hierarchical structure in the design branch. Hierarchical view Solution Manager Also the processes have diagrams attached. Diagram view for Solution Manager When the storage is created in Symbio we have to configure the branch in order to synchronize the content from the design branch. This is done in the Storage settings. When the connection is successful the user can import the content from Solution Manager 7.2 to Symbio.

77 Symbio Manual - Administrator Role 77 Navigate to Processes->architecture->SAP to find the Synchronize with SAP Solution Manager -button. When clicking the button, a pop-up screen will appear. By clicking ok the synchronization from Design branch to Symbio will start. The process of the synchronization can be seen on the Info page. After the import ran successfully, the user can navigate back to the process structure and see the imported content.

78 Symbio Manual - Administrator Role 78 Global tasks are located in Repository -> tasks. Lanes are located in Repository -> roles Now the user can add, change or delete the structure in Symbio. In this example a task will be added. Also a new role will be attached to this element.

79 Symbio Manual - Administrator Role 79 After the changes are done, the process content can be uploaded back to the Design branch of Solution Manager 7.2. This is done the same way the import was done. Navigate to Processes->Architecture->SAP-> Synchronize with SAP Solution Manager-> click ok on the pop-up window. The result of the synchronization can be seen on the Info page.

80 Symbio Manual - Administrator Role 80 When the synchronization was successful you can compare the structure and the diagrams.

81 Symbio Manual - Administrator Role 81 8 Administration within the database Within the database, the administrator has specific functions to manage the contents of the database. 8.1 Import Data in Symbio In the architecture view of the process house, there is an additional function for the administrator to import data. The Import needs a customer specific configuration and should be imported into an empty database. This can be checked and tested, afterwards the data can be exported to the working database as symx data. Figure 98 Import data 8.2 Consolidate repository objects Administrators are also able to consolidate released or expired objects. Architects can only do this for objects in processing. Consolidieren should not be carried out by several users at the same time for each facet. Figure 99 Consolidate released objects

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