Self-Service Portal

Obtaining Access To Self-Service Automation

In order to obtain access to Self-Service Automation in the Self-Service Portal follow the steps below.

1. Sign into the portal at https://devops.maximo.com and Navigate to Security > Access Management in the toolbar.

   

2. Select your IBMid from the list.

   

3. Navigate to the Manage Access tab.

   

4. Add an asset to the Assets table that you would like to request an access for.

   

   Requesting Self-Service Automation access to one asset will grant access to all assets assigned to your customer account. It is not necessary to request access for each asset you wish to run requests against.

5. Add Self-Service Portal access to the Specific Access in the Environment table and enter a reason for the access request in the Justification section.

   "Self-Service Portal" access equates to Self-Service Automation access in the Self-Service Portal.

   

6. Save the record.

   You have successfully submitted an access request for Self-Service Automation access! You will receive an email notification when your access request is reviewed and granted.

Access Management Tool

The Access Management Tool is a self-service tool, located in the Saas Self-Service Portal, where users can manage access to their MAS-Dedicated environments.

Self-Service Portal URL:

https://devops.maximo.com

Access Management Tool Overview

Obtaining Access to the Access Management Tool

Follow the steps below to obtain access to the Access Management Tool.

1. Create an IBMid

   An IBMid is required to login to the Access Management Tool. To create an IBMid click here

2. Request Access

   A user managing the customer you want access to must add you to the tool. Contact one of your manager users to request they add you to the Access Management Tool. If you do not know who the manager users are for your account, submit a support case requesting this information.

   If you are new customer and manager users were not created for your account during the onboarding process, you must submit a support case designating at least two (2) managers for your account (1 primary, 1 backup). The case must include the email address and first and last name for each of the users. All email adresses must be associated with an IBMid.

3. Navigate to the Access Management Tool

   Navigate to the Access Management Tool by logging into the Self-Service Portal with your IBMid. Once logged in, select Security > Access Management from the navigation menu.

Supported Access Requests

The Access Management Tool provides the ability for users to request and manage accesses to their MAS-Dedicated environments. The table below describes the accesses users can request. The table will be updated as new accesses are supported.

How to Remove a User's Access

Users in the Access Management tool are able to remove accesses that they have. Manager users are able to remove accesses for all users under the customer they are managing.

Follow these steps to remove a user’s access.

1. Sign into the Self-Service Portal:

   https://devops.maximo.com

2. Navigate to the Access Management application.

   

3. Select your IBMid, or if a Manager the user’s IBMid, from the List View that you want to remove the access from.

   

   

4. Select the user’s Manage Access tab to view their existing accesses.

   

5. Select the asset from the Assets table that the access is linked to. This will populate all existing and pending accesses for the asset in the Specific Access in the Environment table below.

   

6. Select the “>” icon next to the access you want to remove. This will show the access details and actions that can be run against the access.

   

7. Select the “Remove Access” button to initiate the access removal process. The access status will be updated to “PENDING REMOVAL”.

   

   

   

8. The status of the access will be updated to “REMOVED” once the access removal process is completed.

   

How to Grant an Existing User Access to a Customer

If your user role is Manager follow these steps to make an existing user a Manager for your Customer.

Only users that will be responsible for approving/rejecting access requests should be assigned the Manager role.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application.

   

3. If the user does not have access to your Customer, follow the instructions for How to Grant a User Access to a Customer

4. Once the user has access to your Customer if they are a STD_USER then all you need to do is open their access record and change the Role on the Person Information page to MANAGER. This will automatically assign them as a Manager for your customer.

5. If the user is already a Manager for another Customer then you must first change their Role to STD_USER. You can then change it to MANAGER. This will automatically assign them as a Manager for your customer.

Managers in the Access Management application are able to grant existing users access to the customer they are managing. This process is similar to adding a new user to the Access Management tool. Once a user is granted access to a customer they can submit access requests for that customer. All access requests must be approved by a Manager User for that customer before they are granted.

Follow these steps to grant a user access to the customer you are assigned to manage.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management tool.

   

3. Click on the Plus (+) icon.

   

4. Enter the following information for the user you are granting customer access to. During this process a question mark (?) icon will pop up in the IBMid field.

   If a question mark icon does not pop up in the IBMid field, the user does not exist yet. Follow the steps in the How to Create a New User document to create the new user. The process of creating a new user will also grant the user access to the customer you are managing.

   Value	Description
   IBMid	The user's IBMid (email address)
   First Name	The user's First Name
   Last Name	The user's Last Name

   

5. Select the question mark (?) icon. A message will pop up asking if you want to grant the user access to the customer you are managing. Select “Yes”.

   

6. Return to the List View without saving.

   

7. The user should now be viewable in your List View and have access to the customer you are managing.

   If the user is not viewable in your List View refresh the page.

   

   

How to Remove a User's Access to a Customer

Manager users in the Access Management tool are able to remove a user’s access to submit access requests for a customer. In addition, all existing accesses linked to the customer will be removed. If the user does not have access to submit access requests for other customers, their account will be deactivated.

Manager user’s can only remove the customer they are managing from a user’s Customer Access List.

Follow these steps to remove the user’s accesses if your user role is Manager.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application.

   

3. Select the user’s IBMid from the List View that you want to remove the accesses from.

   

4. In the Customer Access List table, select the delete icon next to the customer row you want to remove the user’s access to.

   

5. A warning message will pop-up indicating that removing the user’s access to the customer will also remove all accesses under the customer for the user. If you are removing the last customer in the user’s Customer Access List, their account will be deactivated. If you want to continue with the removal process, select “Yes”.

   

6. Save the record and return to the List View.

   The user will not be viewable in the List View because they no longer have access to the customer you are managing.

   

How to Create a New User

Managers in the Access Management application are able to create new users. These users can be another Manager or Standard User. When the new user is created they are granted access to submit access requests for the customer the Manager user is managing.

Only users that will be responsible for approving/rejecting access requests should be assigned the Manager role.

Follow these steps to create a new user if your user role is Manager.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application.

   

3. Click on the "New Access" icon (Plus sign) to create a new user.

   

4. Enter the requested information for the new user in the following order:

   Value	Description
   IBMid	The user's IBMid (email address). The new user's IBMid. This will be the new user's username when they login to the Self-Service Portal. If the user does not have an IBMid, they can create one here)
   First Name	The user's First Name
   Last Name	The user's Last Name
   Primary Email	The email for contacting the new user. This is where the new user will receive initial login instructions for the Self-Service Portal.
   Role	The role for the new user: STD_USER = Standard User MANAGER = Manager
   Managing Customer	** This will be set to the customer you are assigned to manage if the user role is set to "MANAGER".
   Customer Access List	** A row will be added to this list with the customer you are assigned to manage once the user is activated.

   

5. Save the record.

   

6. The new user will be created once the backend processing is completed. You will know the new user was successfully created when the user status changes to "ACTIVE". The new user will receive an email with instructions on how to login to the Self-Service Portal once their user is activated.

How to Promote an Existing User to Manage Your Customer

If your user role is Manager follow these steps to make an existing user a Manager for your Customer.

Only users that will be responsible for approving/rejecting access requests should be assigned the Manager role.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application.

   

3. If the user does not have access to your Customer, follow the instructions for How to Grant a User Access to a Customer

4. Once the user has access to your Customer if they are a STD_USER then all you need to do is open their access record and change the Role on the Person Information page to MANAGER. This will automatically assign them as a Manager for your customer.

5. If the user is already a Manager for another Customer then you must first change their Role to STD_USER. You can then change it to MANAGER. This will automatically assign them as a Manager for your customer.

How to Approve / Reject an Access Request

Managers in the Access Management application are responsible for approving/rejecting access requests submitted by users assigned to their customer/vendor. Managers will receive an email when a user with their customer/vendor assignment submits an access request.

Follow these steps to review an access request if your user role is Manager.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application by selecting the drop down menu in the top left of the window and selecting Security → Access Management. The initial screen will show a list of users that you have access to manage and process access requests for.

   

3. Select your IBMid from the list and proceed to the "Access Approvals" tab. There you will see a table with all the access requests that you can process.

   

4. Open the details on the request you want to process by choosing the twistie (>) to the left of the user.

   

5. Select the Disposition for the request (APPROVED, REJECTED). If the Disposition is REJECTED comments are required for reason why request was denied.

6. Once you have processed all the requests you intend to, select the "Save" icon near the upper left part of the console to start the back end processing of the requests. The requestors will be notified by email if their request has been rejected or when the processing is complete and they have been granted the requested access.

   

Access Re-Validation

Continued business need (CBN) for accesses provided through the Self-Service portal access management tool must be validated annually.

The re-validation process is run on an annual basis for all users, so it is possible that you will be notified of the need to re-validate less than a year after access is granted. You will receive an email when validation is required. Until that time the “Re-validate CBN” button will not be available on the “Manage Access” tab as indicated below.

When notified of the need to re-validate, follow these steps to review your current accesses and re-validate your need to keep them.

1. Sign into the Self-Service Portal: https://devops.maximo.com

2. Navigate to the Access Management application by selecting the drop down menu in the top left of the window and selecting Security → Access Management.

   

3. Select your IBMid from the list and proceed to the "Manage Access" tab. There you will see tables with all the assets and associated accesses. Remove any accesses you no longer have a business need for and press the “Save” button.

   

4. Press the “Re-validate CBN” button to validate your continued need for the remaining accesses.

   

5. The "Re-validate CBN" button should be removed from the panel (indicating successful validation).