Access Request Overview

By default, in Metric Insights, Users can see on the Homepage only the tiles of Elements to which they have a view or edit access. However, it is possible to make an Element discoverable to Users without that access. In this case, Users will be able to request access. This article describes different types of Access Requests that can be set in Metric Insights by the Administrator.

Metric Insights supports three Access Request Processing options:  

  • Distributed Access Request processing entirely within Metric Insights 
  • Centralized Access Request processing (via a tool like SAP's GRC), 
  • Access Requests sent to a Webpage

Table of contents:

  1. Setting the Access Request Processing
    1. Managed Within Metric Insights
    2. Manage via Access Request API
    3. Manage via External Form/Webpage
  2. Optional Settings
    1. Remove or Rename the [Access Request] Button
    2. Customize Homepage Tile Image
    3. Customize Access Denied Message on the Element Editor
    4. Customize Access Denied Message on Category Editor
  3. Process Access Requests within Metric Insights
    1. Accessing User Access Requests via Admin Menu
    2. Granting Access Request

1. Setting the Access Request Processing

1.1. Managed Within Metric Insights

Access Admin > System > System Variables

  1. Select "Access Requests & Discoverabilty" option in the Search field to narrow the options
  2. Set "ACCESS_REQUEST_VIA_WEBPAGE" to "N"
  3. Set "NEW_CONTENT_IS_DISCOVERABLE" to "Y"
  4. Set "SEND_ACCESS_REQUEST_DIGEST" TO "Y" or no requests will be sent. Note, that no Notification Schedule is used for Access Request Digest; it will be sent when the next Schedule is run (this is usually Immediately)
  5. [Commit Changes]

1.2. Manage via Access Request API

Access Admin > System > System Variables

  1. Select "Access Requests & Discoverability" in the Search field to narrow the options
  2. Set "ACCESS_REQUEST_URL" to the <URL> set as an endpoint to process your company's Access Requests
  3. (Optional) Set "ACCESS_REQUEST_URL_PASSWORD" if required
  4. (Optional) Set "ACCESS_REQUEST_URL_USERNAME" if required
  5. Set "ACCESS_REQUEST_VIA_WEBPAGE" to "N"
  6. Set "NEW_CONTENT_IS_DISCOVERABLE" to "Y"
  7. [Commit Changes]

NOTE: When the "Request Access" button is clicked on Homepage Tile, a request will be sent to the endpoint set via "ACCESS_REQUEST_URL", passing Access Request Group set on the Element Editors.

1.3. Manage via External Form/Webpage

Access Admin > System > System Variables

  1. Select "Access Requests & Discoverability" in the Search field to narrow the options
  2. Set "ACCESS_REQUEST_URL" to the <webpage> set to process your company's Access Requests
  3. (Optional) Set "ACCESS_REQUEST_URL_PASSWORD" if required
  4. (Optional) Set "ACCESS_REQUEST_URL_USERNAME" if required
  5. Set "ACCESS_REQUEST_VIA_WEBPAGE" to "Y"
  6. Set "NEW_CONTENT_IS_DISCOVERABLE" to "Y"
  7. [Commit Changes]

NOTE: Any Custom Access Request messages or email recipients that are set on either the Element Editor or Category Editor will be ignored in this flow. When [Request Access] is selected the Request is sent directly to the Webpage (Request URL).

2. Optional Settings

2.1. Remove or Rename the [Access Request] Button

Access System > System Variables

Variables - Google Chrome
  1. Select "Access Requests & DIscoverablity" Search option
  2. Click the gear icon in the ACCESS_REQUEST_BUTTON_TEXT row
  3. Assigned value: To change the value, input the new button name
    • If this field is left blank – the button will be removed
  4. [Save]  
  5. [Commit Changes]

2.2. Customize Homepage Tile Image

Access Element Editor and open Advanced tab

  1. Access Request Group: This field is only used when processing is done via a company-created webpage
  2. Preview Image:  Upload a Homepage Tile preview image from the PC. This image will display on Tiles instead of the the default one
  3. Preview Image Blur: Move the slider to alter the level of image blur.
    • Blurring is only available for the default image
  4. To set Custom Access Denied  Message, activate this toggle switch and see either:
  5. Access Request Email: Enter an Email address towhich this Access Request will be delivered. This overrides the default of sending emails to all System Admins. This address can also be set at the Category level.

2.3. Customize Access Denied Message on the Element Editor

NOTE: If an Access message is not specified at the Element Editor level, the system will check the associated Category for a message. If message is not specified there, the Standard Message will display.

Report Editor - Google Chrome
  1. Activate the Use Custom Access Denied Message toggle switch
  2. The Message display can be controlled using the standard formatting options
  3. The following Variables can be inserted using the dropdown:
    • [Element name] causes the system to  substitute the Element Name in the display
    • [More Info] provides a link to a list of information to assist Users
  4. Add hyperlinks if needed

2.4. Customize Access Denied Message on Category Editor

Access Content > Categories, click the necessary Category Active Name link to open the Category Editor

NOTE: If Access Denied Message is NOT set at the Element level, the message set at the associated Category level will be used or all Elements it contains.

  1. Activate the Use Custom Access Denied message toggle switch to open additional fields and complete the message text
  2. Set alternative Access Request Email address to be informed of this Access Denial. This field will over-ride the Standard option to send email to your Support Admin(s) for Access

3. Process Access Requests within Metric Insights

Access:

  • From email sent when Access was requested or
  • Via Admin Menu
Example of "Request Access" Email

Request emails will be sent to either the Access Request Email if specified in Category or Element Editor, or will default to your Support Admins' email address(es) that are set in "Receive Access Notifications" of User Record.

User access request - bk@metricinsights.com - Metric Insights Mail - Google Chrome
  1. Click [Process Request] in the email
  2. Process Request using Controls:
    • Click check mark to Grant Access and proceed to next step
    • Click "x" icon to Reject the Request and remove it from list

3.1. Accessing User Access Requests via Admin Menu

Access Admin > Users & Groups > Requests

User Access Requests - Google Chrome

Process Request using Controls:

  • Click check mark to Grant Access and proceed to next step
  • Click "x" icon to Reject the Request and remove it from list

3.2. Granting Access Request

  1. Select either to grant Access to the specific Element or to the Category and its all its Elements
  2. [Grant Access] to complete request
  3. Open User Editor to verify that requested Element or Category is added to the Elements tab