Configuring Self-Service Requests for Shared Folders

You can give non-technical users the ability to request a shared folder be created by assigning those users the Viewer Access Level for the Request Shared Folder page. Users who have this Access Level see a Request Shared Folder tile on the Workflowspage of the IT Shop. This tile is linked to the CreateSharedFolders workflow, which has parameters that must be set before users can initiate it. These parameters include:

  • AssignCreatorAsOwner - This is a true or false value that determines whether the person creating the shared folder is assigned the Access Manager Access Level for the folder. This value is set to true by default.
  • DefaultParentSharedFolderID - This specifies the parent shared folder under which the new share is to be created. New shares inherit the parent's settings. By default, this parameter is set to 8. In order to ensure the folder is created in the right location, you must change this value to one that is valid for your environment.

When users click the tile, EmpowerID initiates the CreateSharedFolders workflow and presents users with a simple form, which they can fill in and submit. If approval is required, EmpowerID routes the request to each person with the ability to approve it. Once approved, EmpowerID creates the shared folder under the specified parent folder.

This topic demonstrates how to give non-technical users the ability to request shared folders and is divided into the following activities:

When assigning access to resources in EmpowerID, the preferred method is to assign an Access Level for that access to a role or group rather than individual users. In this way, each person in the role or group gets access and you only need to make the assignment once. In this topic, we demonstrate this by assigning the Initiator Access Level for the workflow to a group.

Prerequisites: Before users can request a shared folder in EmpowerID, the following prerequisites need to be met:
  • EmpowerID must first be connected to Active Directory. For the details, see Connecting to Active Directory.
  • After EmpowerID is connected to Active Directory, a Windows File Server within that directory must be added to EmpowerID as a managed resource system. For the details, see Adding Windows File Servers.
If these prerequisites are not met, an error will occur when users try to request a shared folder.

Setting Workflow Parameters

  1. From the Navigation Sidebar, navigate to the Request Workflow management page by expanding Resources and clicking Workflows.
  2. From the Workflow tab of the Request Workflow management page, search for Create Shared Folders and then click the Display Name link for the workflow record returned to the grid.
  3. This opens the View One page for the workflow. This page allows you to view and manage information about that workflow.

  4. From the View One page, expand the Request Workflow Parameters accordion and then click the Edit button for the DefaultParentSharedFolderID parameter.
  5. Type the ID for the appropriate parent shared folder in the Value field and then click Save.

To assign the Viewer Access Level

  1. From the Navigation Sidebar, navigate to the Management Delegations page by expanding Identities and clicking Manage Delegations.
  2. From the Manage Delegations page, click the Resource Delegations tab.
  3. Select Pages and Reports from the Resource Type drop-down.
  4. Type Request Shared Folder in the Enter a Pages and Reports Name to Search field and then click the Request Shared Folder tile to select it.
  5. Select the actor type to which you are assigning access from the To which type do you wish to assign access drop-down. In our example we are selecting Group.
  6. Click the Add Assignee (+) button on the Assignees grid.
  7. In the Select to whom you wish to grant access dialog that appears do the following:
    1. The the name of the specific actor in the Enter a Actor Name to Search field and then click the tile for that actor.
    2. The name of the field will reflect the actor type you have selected. For example, if you are assigning access to a group, the name will be Enter a Group Name to Search.
    3. Select Viewer from the Access Level drop-down.
    4. Type CreateSharedFolders in the Enter a Workflow Name to Search field and then click the tile for that workflow.
    5. Select Initiator from the Access Level drop-down.
    6. Click Save.
  8. Click X to close the Select to whom you wish to grant access dialog.
  9. Click the Shopping Cart icon at the top of the page and in the dialog that appears, type a reason for the assignment and then click OK.
  10. After EmpowerID completes the operation and recompiles the RBAC assignments, the selected assignees will be able to self-service request a shared folder.