Managing users documentation for IBM Support Insights
An Administrator can add new users to a client's account in IBM Support Insights (SI), as well as view and edit the list of existing users with access to the specific client's account.
Roles
Users are given specific roles when they are granted access to a client's account and those roles determine the capabilities that user will have. The following user roles are available in the application:
| Role | Description |
|---|---|
| Viewer | Has read-only access to the client's data in the application with the ability to create, edit, and remove asset tags. |
| Updater | Has both read and edit access to the client's data in the application. Users with this level of access can modify assets' properties, and submit inventory change requests for updating the installation address. |
| ∗ Maintainer | Can submit change requests to add, change and remove assets, which may need to be approved for processing. |
| ∗ Approver | Has change requests approval level of access - can submit requests to add, change and remove assets directly, can also approve or reject change requests. |
| Administrator | Has both full access to the data and user administration capabilities within the client's account in the application. Users with this level of access can modify assets' properties and add new users to the client account. In terms of inventory change requests, Administrators can submit add, change and remove requests. |
| ∗ IBM Representative | Reserved specifically for IBM Representatives, can process existing change requests without the capability of cancelling or approving them, or submitting new ones. |
| ∗ Business partner | Reserved specifically for IBM Business partners - users have oversight of assets on business partner contracts, with capabilities to process contract-related change request types for those assets. |
∗ - These user roles are newly introduced to IBM SI following the integration of the Online Maintenance Management (OMM) tool. The ability to submit and process inventory change requests is a newly implemented functionality also resulting from OMM's sunset and the merge of its capabilities into IBM SI.
User Registration
IBM Support Insights administrators can add new users to a client's account. However, a prerequisite for any user to log into the application is to have an existing IBMid or create one via a secure registration form. See the logging in section for more details. End users access IBM Support Insights via a secure IBMid login screen with 2-Factor Authentication, which provides a secure process for accessing inventory data and insights.
Viewing registered users
Select the Users option in the left-hand side menu in order to have a paginated list of registered users displayed. Note, this functionality shows the list of users having access to the specific client account, not the entire application.
Searching within list of registered users
Once you are on the Users page, click on the magnifying glass icon in the top right-hand side of the screen in order to open the Search bar. This allows you to search for a specific user within the selected client account and verify if the user has access to the account in question.
Once the search bar is opened, you may type in your desired search criteria. The search functionality will try matching your input to content in either the First name, Last name or Email fields. In other words, if you type in the first name of the user you wish to search for, and their first name is part of the e-mail of another user - the search with return both users in the results list. Once you have populated your search criteria, press the Enter button on your keyboard in order to initiate the search.
Adding new users
Adding a single user
Click on the Add user button in the top right-hand side of the screen in order to open the dialog window used for adding a single user to an existing client account.
Here, you can add an individual user to the client's account using the newly opened dialog window:
The following details must be provided in the dialog window:
- First name
- Last name
- IBMid
- Asset Filter - optional
- Role
- Comment - optional
Please note, if you do not have any asset filters set - the field's dropdown section will contain only All and it will be applied to the user by default. If you do have asset filters available, but do not open the dropdown menu and make an asset filter selection - the default All will be applied to the user giving them unfiltered access to the inventory.
Additionally, you can tick the Invitation checkbox, which will trigger a welcome e-mail to be sent out to the user you are adding.
Welcome e-mails and other notification e-mails are sent out from IBM.Support.Insights.Notify@ibm.com . As mail servers have different policies and configurations - please make sure the e-mail ID is added to the trusted senders, in order to assure the successful receipt of all application notifications.
Adding multiple users simultaneously
Alternatively, you can add multiple users using the Import function - by downloading, populating and uploading the provided .csv format template. Immediately before the single user addition button is where you will find the Import button.
Once you have clicked on the button, the following dialog will open:
Here, you need to click on the Download template button in order to obtain the file, which then needs to be populated with the details of the users you wish to add to your client's account. Clicking the button will trigger the download of the file and it will be saved on your device.
Once you have successfully downloaded the template, you need to fill in the columns present in the file:
- First name
- Last name
- IBMid
- Role - only the role name is accepted as input, and only one user role per user/row is accepted (e.g. Viewer, Administrator, etc.) - the field is not case-sensitive
- Asset Filter - only the asset filter name is accepted, and only one asset filter per user/row is accepted; if you have no asset filters set - you must type All in the field. The field is not case-sensitive
- Invite - only Y or N is accepted as input, the field is case-sensitive (input must be uppercase, if you type y or n - this will be considered invalid)
Please note that all the fields are mandatory in the template file, therefore when adding a user you need to fill in all the aforementioned details on the particular user's row in the template file. If any of the required fields is left blank, or is populated not in accordance with the accepted format, the application will recognize this as an error and not be able to add the users to the system.
After you have filled in the template accordingly, you can click on the Next button located at the end of the dialog window. This will take you to the next screen of the process:
Here is where you need to upload the filled in template by clicking on the Upload button on your screen. This will prompt you to locate and select the file from your device and will afterwards upload it to the system. Once the file is successfully uploaded, you will be able to see its name immediately after the button:
Once you have received confirmation that your file is indeed uploaded (by seeing its name on your screen), you may click the Next button located at the end of the dialog window. This will take you to the verification page:
Here you will see a banner informing you whether the users can or cannot be added, along with the number of users and a button allowing you to see their list.
It is possible that your file contains both valid and invalid input, hence you could see both the confirmation and the error banners on the screen. Both will have the Show list link located at the far right-hand side of the banner itself, allowing you to see the users in both categories. If you do have both correct and incorrect input in your file, the Next button located at the end of the dialog window will be active. Clicking it will take you to the next, and final, screen of the importing process.
However, if you only have the Users cannot be added error banner, the Next button will not be active and you cannot proceed with the import process, as the system cannot upload the users from your template file.
And if you only have the Users can be added confirmation banner on the screen, the Next button at the end of the dialog window will be active and you may click it to proceed to the next screen.
The last screen of the import dialog window is the Summary, where you can have another look at the details of the users that are about to be uploaded to the client's account, and make sure everything is in order.
Please note, if your file contained both valid and invalid input for users - you will only see the users with the correctly filled in data on the Summary screen. The others cannot be uploaded and will not be displayed, as the summary screen shows only the users that will be added once the import process is completed.
In order to finalize the addition of the users from the template file, click on the Add user button located at the end of the dialog window. This will close the dialog and the users will be uploaded.
Please note that welcome e-mails and other notification e-mails are sent out from IBM.Support.Insights.Notify@ibm.com . As mail servers have different policies and configurations - make sure the e-mail ID is added to the trusted senders, in order to assure the successful receipt of all application notifications.
Modifying existing users
In order to modify a certain user, click the pencil icon on the far right-hand side of the row containing the user's details:
That opens a dialog window, containing the user's details. You may modify the user's first name, last name, asset filters, role and the comments added to the user's profile. The IBMid field is not editable.
Please note, you cannot edit a user if they are currently logged into the application. The system will allow you to make the edits and submit the desired changes, but you will then get an error message stating that the changes could not be saved.
Deleting users
In order to delete a certain user, you need to first select the desired user by clicking the checkbox on the left-hand side of the user's first name.
Once you click the checkbox - a toolbar appears replacing the table's header. The toolbar contains a Delete button. Once you click on the Delete button, a dialog window will appear asking for confirmation of the deletion of the user. When you click on Delete in the dialog window, the user's access to the client's account is removed.