Note: At least one Self Service category must exist

In order to create a product, at least one category must exist. Learn more about Self Service categories here.

Introduction

Also see:

Create a product

On the HelloID admin dashboard, go to Self Service > Products to access the products overview. Select the Create Product button.

Product tab

On the Product tab you will find fields that describe the product itself, who owns it, how requests are approved, and more.

Name
The name of the product. For multi-lingual support, select the flag icon and provide a relevant translation for the selected language.
Resource Owner
The HelloID group whose users will be considered product owners. By default, all requests for this product will be routed to this group for approval. The chosen group can have a single user or multiple users. Nested groups are not supported—only users who have direct membership in the selected group will be part of the approval process.
Approval Workflow
Select the workflow that will handle requests for this product.
Form (Optional)
Select a dynamic form that will be displayed to the end user when requesting the product. Additional information about the user or their request can be gathered with this form.
Description (Optional)
Shown in the Self Service product catalog on the end user dashboard to provide more information to the end user. For multi-lingual support, select the flag icon and provide a relevant translation for the selected language. Note that backslash (\) escapes special characters in this field. Use a double backslash (\\) to avoid escaping the following character.
Show Price
When this toggle is turned on, the price of the product will be shown in the Self Service product catalog on the end user dashboard.
Price (Optional)
The per-unit cost of the product. The price may be entered as a whole number, or a two-digit decimal.
Sourceidentifier
Identifies how the product was created. Automatically set to API if the product was created via the v1 API. Empty string if the product was created via the admin dashboard.
SKU
Stock Keeping Unit. A unique identifier for the product. By default, this is automatically generated, but you may replace it with a value of your choosing.
Visibility
Where/to whom this product is shown on the end user dashboard.
- All
  Appears on the Self Service Products tab, the Managed Products tab (if the given user is a manager of the product), and under the Open details link for users in the Managed Users tab (if the given user has the product).
- Resource owner and manager
  Appears only on the Managed Products tab (if the given user is a manager of the product), and under the Open details link for users in the Managed Users tab (if the given user has the product).
- Resource owner
  Appears only on the Managed Products tab (if the given user is a manager of the product).
- Disabled
  Not shown anywhere on the end user dashboard.
Request Comment
- Optional: Users may optionally enter a comment when requesting this product.
- Hidden: Users cannot enter a comment when requesting this product. The comment field is hidden.
- Required: Users must enter a comment when requesting this product.
Maximum Amount (Optional)
Define the maximum number of requests that can be approved for this product at any given time. This is useful for controlling licensing costs.
Risk Factor Enabled
Enable to associate a 1-10 risk factor with this product. (1: No risk. 2-4: Low risk. 5-7: Medium risk. 8-10: High risk.) When an end user requests this product by selecting the Open button on the Self Service Products tab of the end user dashboard, they will see a risk factor warning:

Approvers will see the same warning on product request notifications in their Inbox tab:

The risk factor setting has no other effect on the product or approval workflow.
Multiple Requests
Once: a user may only have a single approved request for this project at a time.
Always: a user may request as many copies of this product as they wish.
Type of Icon
The icon displayed for the product on the HelloID end user dashboard.
Change Icon
Upload an icon of your choice, or use one of the many predefined icons within HelloID.
Category
The category in which this product belongs.
Agent Pool
The Agent pool which should handle requests for this product.
Return on User Disable
When a user who has this product is disabled (i.e., the Enabled toggle in their user settings is turned off), this product is automatically returned. Any attached return actions are executed. Useful to revoke the user's access to an organizational system which has been granted via a product.

Actions tab

On the Actions tab, you configure PowerShell scripts or tasks from the Task Catalog to run during various stages of a product request.

Use a templated PowerShell script in a Self Service product

Create a templated PowerShell script. For this example, we'll create the Weather report script shown in that tutorial.
Edit the self service product which will use the script.
Go to the Actions tab. Click the Add Action button.
Select the PowerShell link, and then select the Add button for Custom PowerShell script.
In the Name field, provide a suitable name for this task. For this example, we will use the name Product action: Weather report.
Set the Execute On State dropdown to the stage of the product request when this script should be executed. For this example, we'll use the Requested state.
In the PowerShell tab, leave the Use Template toggle enabled. Select the Weather report script in the Template dropdown menu.
Click Close.
Select the Save button to confirm.
The templated script will run during the appropriate stage whenever a user requests the product.

Create an inline PowerShell script in a Self Service product

Edit the self service product which will use the script.
For this example, we will assume the product has the following form and dropdown element:
Go to the Actions tab. Click the Add Action button.
Select the PowerShell link, and then select the Add button for Custom PowerShell script.
In the Name field, provide a suitable name for this task. For this example, we will use the name Product action: Inline weather report.
Set the Execute On State dropdown to the stage of the product request when this script should be executed. For this example, we'll use the Requested state.

In the PowerShell tab, disable the Use Template toggle. For this example, we'll enter the following script in the PowerShell Script field:

$locationEndpoint = "https://api.open-meteo.com/v1/forecast?latitude=40.71&longitude=-74.01&hourly=temperature_2m&temperature_unit=$temperatureUnit&windspeed_unit=mph&precipitation_unit=inch"
Hid-Write-Summary -Message "Looking up New York weather" -Event Information
$response = Invoke-RestMethod -uri $locationEndpoint
Hid-Write-Summary -Message "Response: $response" -Event Information
$result = @{weather = "Current time: $($response.hourly.time[0]); current temperature: $($response.hourly.temperature_2m[0]) degrees $temperatureUnit"}
Hid-Write-Summary -Message "Result: $($result.weather)" -Event Information
Hid-Add-TaskResult -ResultValue $result

Go to the Variables tab. Define a variable named temperatureUnit, with the value {{request.form.tempUnitDropdown}}, to fetch the value of the dropdown element on this product's attached form.
Click Close.
Select the Save button to confirm.
The script will run during the appropriate stage whenever a user requests the product.

Create a task from the Task Catalog in a Self Service product

Edit the self service product which will use the task.
Go to the Actions tab. Click the Add Action button.
Locate the task you wish to perform and then select the Add button next to it. In this example, we will select the Add AD user to AD group task.
In the Name field, provide a suitable name for this task. For this example, we will use the name Add AD user to AD group.
Set the Execute On State dropdown to the stage of the product request when this script should be executed. For this example, we'll set it to Approved.
Fill out the rest of the form. You may use relevant Self Service variables in these fields. Select the Close button to finish.
If desired, add additional actions for other stages of the product request. For example, here we've added an action that removes the Active Directory group membership when the product is returned.
Select the Save button to confirm.
The task(s) will run during the appropriate stage(s) of requests for this product.

Return results

Use the Hid-Add-TaskResult cmdlet to return the task's results.

Task logging

Use HelloID's built-in logging cmdlets to log messages.

Variable reference

See the Service Automation variable reference.

Time Limit tab

The Time Limit tab allows you to configure how long a user is allowed to have a product. This tab is useful for products with a higher risk factor or cost. To get started, turn on the Enable toggle:

Enable
Turn on this toggle to enable a time limit. If this toggle is enabled, and the Send Default Emails toggle is enabled for this product's associated approval workflow, two additional reminder emails related to the time limit will be sent to the end user: one when the time limit is between 80-90% elapsed, and one when the time limit has expired and the product is being automatically returned.
Limit Type
Fixed Duration
The user will have this product for the exact duration specified in the Ownership Duration field, after which it will be automatically returned. Manager override is not allowed.
Maximum Duration
The user will be able to specify the duration for which they will have this product. For this option, the value entered in the Ownership Duration field is treated as the maximum possible duration. Manager override is allowed if the Allow Manager Override toggle is turned on.
Ownership Duration Unit
Select whether the Ownership Duration field will be measured in minutes, hours, or days.
Ownership Duration
Specify, in whole numbers, the duration that the end user will have this product.
Allow Manager Override
Turn on this toggle to allow the user's manager to override the duration specified in Ownership Duration. Only applies when Limit Type is set to Maximum duration. Note that the manager can only select a new date or time within the range specified in Maximum duration. The manager cannot extend the duration beyond that. For manager override instructions, see Override a product duration.

When you are finished configuring the new product, select the Save button.

Instead of being returned to the product overview page, you are returned to the edit screen for the product you just created. Three additional tabs are now available:

Groups
Segregation
Request history

These tabs are documented below.

Manage a Product

You can edit a product immediately after creating it, or by selecting the Edit link for a product on the product overview page. This interface provides additional tabs that were not visible during product creation.

In this interface, you can:

Change any details you provided during product creation on the Product, Actions, and Time Limit tabs
Add or remove groups from the product on the Groups tab
Configure multi-product assignment rules on the Segregation tab
And view requests for the product on the Request history tab.

Groups tab

The Groups tab lets you attach user groups to the product. To request a product on the HelloID end user dashboard, a user must be in at least one user group that has been added to the product itself, and at least one user group that has been added to the product's parent category.

Learn more about end user product requests here.

To manage a product's user groups, follow these steps:

Select the Groups tab. This will display a list of all groups currently attached to this product.
Select the Add Groups button.
Select one or more groups to add, and then select the Add Selection button. Alternatively, you can add all groups to this product by selecting the Add All Groups button.
Select the Save button to confirm your changes.

Note that the default Users group is attached to every new product. If you want to restrict the visibility of this product to only certain users, you will likely want to remove the Users group. To do so, select it on the list and then select the Remove Selection button.

Segregation tab

Product segregation helps you enforce segregation of duties and compliance. It lets you create rules that prevent end users from requesting certain Self Service products if they already have certain other contra-indicating products. Some common examples are:

A user should not be able to request a new model of smartphone if they already have an older model.
A user should not be able to request cloud storage service Y or Z if they already have cloud storage service X.

In this example, we will prevent users from requesting the Outlook 2013 Self Service product if they already have the Outlook 2016 Self Service product.

To manage product segregation, follow these steps:

Select the Segregation tab. This will display a list of all segregation rules currently attached to this product (in this example, Outlook 2016).
Select the Add products button to bring up the product selection dialog.
Select the product(s) which should be hidden from the end user if they have the current product (in this example, Outlook 2013) and select the Add Selection button.
The segregated product is now displayed in the list. Select the Save button to finish.
Adding a segregated product to a given product's segregation list will automatically perform the same action on the other product. For this example, Outlook 2013 will now display Outlook 2016 as a segregated product:

Request History tab

The Request History tab gives you a historical view of who has requested the product.

The following information is displayed:

Requested On (UTC)
The time and date on which the request was submitted.
Requested By
The name of the person who submitted the request.
State
The current state of the request.
Actions
More information about the request can be seen by selecting the Open Details link:

Articles in this section

Create or manage a product