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Sharing IT Service documentation to restricted users

How to share limited view access to people that do not need full access to every report, IT Service or table in vScope. In this guide I will show you how you can use the group Service Mapping Viewers to give people limited access to your IT Service documentation.
PUBLISHED 10 NOVEMBER 2021
Author Soroush Pourhadi
ANTON BERGHULT

vScope Professional

Some people in your organization might not need (or should not have) access to view every report in vScope. Using the Permission group “Viewer”, you can choose to only share specific reports with someone, eg. an external person. By default, this user cannot view anything. A perfect starting point for your to give limited access to eg. a patch report, server list, or any user accounts discovered by vScope.

A Viewer cannot search, edit tables or create its own alerts. Now, by inviting a viewer to specific Dashboards or Tables using Collaborators, you can give the Viewer a sneak-peek of what’s in vScope – but only to stuff that is of interest for the Viewer.

From the Viewer’s perspective, it can now start accessing reports. However, notice that the Viewer cannot navigate from the Dashboard (the lock icon says no). If you want you can continue to publish reports to the viewer, eg. by sharing tables with the Viewer.

A great start. But it does not stop there. For those of you who have added Service Mapping to vScope, you might also want to share IT Service documentation with Viewers. This is done in a similar way, navigating to an IT Service, clicking Collaborators, and adding Viewers to the list of collaborators.

Before sharing with the Viewer…

After sharing with the Viewer…

This way you can easily distribute reports and documentation to anyone who has access to your vScope.

Adding Viewers in vScope

To start using Viewers, all you need to do is to have a vScope Admin access Settings > Users & Access.

I recommend you to use a Directory integration to automatically assign people the permission of a Viewer. Select Settings > Users & Access > Directory integration, scroll down to Permission Group Mapping and select the group(s) in your Active Directory containing the users that should have Viewer access in vScope.

Upon first login, vScope will automatically create a user account with permission Viewer.

You can also add Viewers directly in vScope by creating a new user, selecting Viewer as permission group.

Sharing every IT Service to Viewers

A great start. But, what if you want to share all of your IT Services with any Viewer? By default, a Viewer does not have access to any IT Service, hence you will need to manually add Viewers to each IT Service. Good if you do not want to share everything with everyone. Bad if you don’t have time to click on Collaborators 100+ times.

To solve this, vScope comes with a default permission group called Service Mapping Viewers, user accounts in this group will always have READ access on any IT Service that is created in Service Mapping.

Once again I recommend you to use a Directory Integration to automatically map groups in your Active Directory with the group Service Mapping Viewers.

Of course, you can manually add user accounts to the group like this…

Done! Now when the Viewer access vScope, it will have full READ access to every IT Service.

Please reach out to us at customersuccess@infrasightlabs.com if you need any further assistance. You can learn more about vScope Service Mapping here, and request a demo here.

 

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vScope is fast and easy IT reporting that makes companies excel in information sharing. With access to updated information, people can work more independent, get better overview and have everyone on the same page with it comes to IT. vScope is based on automatic IT inventory that removes any hurdles from keeping reports and documentation up to date.

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