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Working with processes

The process windows enable you to add or update information for a process (such as a Request or a Change), and also progress the processes. The process type and ID (for saved processes) appear at the top of the page, along with the current process component (note, assignment, and so on).

Completing windows

You can complete and update most fields in Workspaces. To save your changes, click Save at the bottom of the window. For records that have already been saved, fields that you can update are indicated by .

Some fields are related to others on the window and will complete automatically when you select a value in the related field. Others are copy related, and will copy a value from one attribute to another using a copy rule. For information about related fields and copy rules, and how copy rules in Workspaces differ, see the System design section of the Service Desk and Asset Manager help center.

CAUTION: If any Locking Policy is enabled on an object in Object Designer, currently the Optimistic locking policy is applied in Workspaces.

The windows in your system may have been designed to change appearance when data is entered into them. For information about designing dynamic windows, see the System design section of the Service Desk and Asset Manager help center.

You can expand and collapse individual group boxes in Workspaces using the arrow icons in the header of the group box, and you can expand and collapse all of the group boxes on a window using the + Expand All and – Collapse All icons in the page header.

Date/time controls that set only the date component update when you click the required date. However, date/time controls that set either only the time component or both the date and the time components do not update until you click . The labels of fields that you must complete are marked *.

HTML fields on read-only windows display the formatted content, and a formatting toolbar appears on editable HTML-enabled fields.

HTML toolbar

The following buttons and keyboard shortcuts are available on the formatting toolbar:

Icon

Functionality

Keyboard shortcut
(Ctrl + or ⌘Cmd +)

Bold icon

bold

b

Italic icon

italic

i

Underline icon

underline

u

Text color icon

text color

 

Text size icon

text size

 

Insert image icon

insert image

p

Insert link icon

insert link

k

Insert numbered list icon

numbered list

 

Insert bulleted list icon

bulleted list

 

Show/hide code icon

show/hide HTML code

 

Displaying User and Device Profile pages

If you have both Ivanti Management Suite and either Service Desk or Asset Manager installed and configured to work with BridgeIT, you can access User and Device Profile pages from within Workspaces.

To use Ivanti Management Suite with Workspaces, you must set the Logon policy for the BridgeIT application in Configuration Center to Token only. For information about configuring BridgeIT to connect to both Ivanti Management Suite and either Service Desk or Asset Manager, see the Setup section of the Service Desk and Asset Manager help center and the Ivanti Management Suite help center.

If BridgeIT is set up in this way, and you have signed in using your Active Directory credentials, then clicking the User label on a process window in Workspaces displays the User Profile page for the logged on user if the user profile information is available in Ivanti Management Suite. If the user profile information is NOT available in Ivanti Management Suite, the links are not available.

If you are using either Service Desk or Asset Manager, you can change the fields that appear on the User Profile window by editing the appropriate user window (Analyst, End User) in Window Manager.

If connections for the Device Linking (Management Suite) connector have been set up (see the Desktop Integration section of the Service Desk and Asset Manager help center), then on any Configuration Item or Asset window for an item that has one of these connections, a link appears on the label. Clicking this link displays the corresponding Device Profile page.

Progressing processes

The exact steps required to complete a process depend on how the process has been designed – see your IT team for more information. The actions available on the process can change depending upon the process you are using and its status. The actions that are available to you also depend on your privileges. You can see which actions are available on the Actions panel.

You can expand or collapse the Actions panel using the arrow icons next to the panel title. By default, the panel is collapsed on smaller screens and expanded on larger screens. Actions that progress the process appear at the top of the panel above a separator; optional actions appear below the separator.

To progress a process:
  1. In the Actions panel, click the required action.
    If the action has a window or a query list associated with it, the window or list appears, otherwise a confirmation message appears. The original window moves down the screen, beneath the action window, and becomes read-only. This means that you can easily refer back to the original window and copy information from it. When you click Cancel on the action window, the original window moves back up the screen.

Creating subclasses from a process

You can create subclasses of certain objects. For example, the Configuration Item object has many subclasses such as Server, Laptop, Workstation, and so on. In a process, when you click an action to create a new instance of an object that has subclasses, a list appears labeled Select which type of this item you want to create, from which you can select from the available subclasses.

Viewing additional items

You can add multiple instances of certain components to processes (for example, notes, assignments, reminders). These types of component are called collections, and are available to view from a control at the bottom of the process window. You can expand the different sections of this control one at a time, and then click an item in one of the sections to open it.

For more information about the different types of process components, see Workspaces powered by Landesk.

History in Workspaces

You can view a process chronologically by clicking History at the bottom of the Actions panel. If required, you can filter the History to display only actions on selected objects or actions by selected users or groups. You can see only those items that your privileges allow you to see.

There are two types of view for History:

  • Timeline displays the actions performed on a process on a timeline, with manual actions on the left and automatic actions on the right. If you have the appropriate privilege, clicking an item in the timeline opens the appropriate page so that you can view more details or update the item.
  • Document displays the fields from the windows for each of the actions, ordered chronologically. A Print button enables you to print the document view.

You can apply a number of filters to help you to see the items that interest you in the History.

To apply filters to History:
  1. Expand Preferences, then select the Actions that you want to appear in History.
    The selected actions appear below the control. You can remove actions from the filter by clicking the x alongside their name.
  2. Select the Created By User and Created By Group values as required.
  3. Use the View the Last (hours/days/months/years) controls to specify the time period you want to see the history for.
  4. In the Order By list, select Earliest First or Latest First.
  5. In the View Type list, select Timeline or Document.
  6. Select Show automatic actions if you want automatic actions to appear in History.
  7. Select Show entries for auditable attributes if you want changes to attributes that have the Is Auditable? property set to True in Object Designer to appear in History.
  8. If you have set the View Type to Document, select Show empty fields if you want fields that contain no values to appear in the document view. Otherwise, empty fields are omitted from the document view.
  9. Click Apply to apply the filters to the current History.

Clicking Save saves the selected filter definitions as your preference for showing History for the current type of process. When you next open History, these filters are automatically applied for that type of process.


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