4me Help

Settings Console

Settings console

Persons with at least one role can access the Settings console to obtain an overview of their organization’s account. There they can also review the service categories, calendars, holidays, etc. that have been defined for their organization’s account.

Account administrators (or directory administrators in case of a directory account) can also use the Settings console to adjust the configuration of the account. And it is in the Settings console that they maintain the service categories, calendars, holidays, etc. of the account. Additionally, this console provides account administrators the ability to start and schedule exports.

Both account administrators and auditors can use the Settings console to review the audit entries and the system logs.

Account administrators, auditors and service desk managers can use the Current Usage view to see which persons have a role of their account.

The owner of the account is the only one who has access to two additional options of the Settings console. These are the “Account Settings” and “Single Sign-On” options.

The purpose of each option of the Settings console is described below.

Account Overview

The Account Overview page provides an overview of the account in which your Person record is registered. Apart from the configuration settings of the account, this page also lists the trust relations that have been established with 4me accounts of other organizations.

Account Settings

The Account Settings page is available only to the account administrator who acts as the account owner. It is used by the account owner to update the name of the account and to set the currency in which all the account’s financial information is to be entered and presented. This section is also used to select a new account owner, the language that is to be used as the basis for all translations, the time zone that is to be used for date-specific reporting, etc.

Account Trusts

Trust relations with other 4me accounts can be maintained using the Account Trusts page.

This is where roles from the selected account (see Account Switcher) can be made available to trusted accounts and where trusted accounts can be given permission to assign tasks to the selected account.

Legal & Compliance

The Legal & Compliance section is available for the owner of the account. This section provides information about the 4me service that is needed to ensure, for example, GDPR compliance.

Security

The Security section can be used to limit the length of time after which an inactive user’s session is terminated. It also offers the ability to maintain a whitelist of extensions that files are permitted to have when they are attached to 4me records. This section is available only to the owner of the account.

Single Sign-On

For Premium Plus accounts it is possible to configure 4me so that users do not need to log in separately to access 4me. 4me will then use the organization’s existing authentication mechanism (such as Active Directory) to provide access to IT staff members as well as end users.

Detailed information about single sign-on can be found in the developer documentation.

Account Design

The Account Design page is used to apply the organization’s logo, colors, fonts, etc. to the 4me screens that the customers of the organization’s IT services see. Branding these screens ensures that the customers recognize the environment they are in when, for example, they access 4me Self Service to track the progress of their requests.

Self Service Design

The Self Service Design section allows administrators to customize the homepage, the menu and the styling of 4me’s self service interface.

Self Service Settings

Administrators can use the Self Service Settings section to configure the features that 4me Self Service makes available to the supported users.

Email Policy

The name of the sender and the reply address can be specified on the Email Policy page for all of the email notifications that are automatically sent out by the 4me service. Make sure that you have read the Sender Policy Framework Record information before changing the reply address.

Within the email policy it is also possible to enter an email address to which a blind carbon copy (Bcc) of every automatically generated email notification is to be sent. Setting up an email archive in this fashion may be necessary to comply with regulatory requirements or to provide 4me account administrators a complete log of the email that was generated by 4me.

Finally, 4me can be configured here to accept email from people who are not yet registered in the account. This causes 4me to register a new Person record when the Mail API receives an email from an unknown sender. It is possible to limit this setting to email from specific internet domains.

Email Designs

To ensure that the email notifications that 4me generates have a signature and a layout that complies with the organization’s corporate identity, one or more email designs can be defined. These email designs can then be applied to specific email templates.

Email Templates

The 4me service automatically sends out email notifications to ensure that people are notified of updates in 4me that are important to them. An email template is used for each of the different notifications that 4me generates. These templates can be customized and translated as needed.

PDF Designs

4me can automatically generate a PDF file for each change or project approver.
It is also possible to print 4me dashboards to PDF.
The designs of these PDF files can be defined and maintained in this section.

Media Library

The Media Library contains all the media files of the account. These media files are published on a web server so that they can be incorporated in request templates, knowledge articles, email designs, etc.

Broadcasts

Messages can be broadcast to end users and specialists. The Broadcasts section is used to create and update broadcasts.

Custom Links

The Custom Links page can be used to add links to the Actions menu. All users can then use these links when they click on the Actions button on the toolbar.

UI Extensions

It is possible to extend the user interface by creating UI extensions and linking them to request templates, change templates, task templates, projects, etc. A UI extension typically contains a number of fields that ask a user to enter specific information. The Snippets feature makes it possible to create UI extensions without having to write any code. To provide maximum flexibility, it is possible to manually add HTML, JavaScript and CSS code.

The UI Extensions section is available to the account administrators of Premium Plus accounts only.

Webhooks

Webhooks provide a way to tell 4me to call a script on one of your own web servers whenever a given event occurs. They can be thought of as push notifications or event listeners. See the developer documentation for more information about webhooks.

Apps

The Apps section of the Settings console is used to activate standard integrations between 4me and other services.

Automation Rules

All the account’s automation rules that have been defined for change templates, tasks, project templates and project tasks can be found in the Automation Rules section of the Settings console.

Short URLs

Specialists can use the Short URLs section of the Settings console to shorten long URLs to make them easier to share with others. Configuration managers and account administrators can review all short URLs in this section and have the ability to set or update the URI to which each short URL is forwarded. These people are also able to reserve short URLs so that these reserved URLs can be exported and used to order QR codes or NFC tags in bulk.

Translations

The service categories, services, request templates and UI Extensions can be translated in the Translations section. Translating these records ensures that they are presented in Self Service in the preferred language of the end user.

Change Types

The change types of a 4me account are the options for the Type field that becomes visible in the account’s change templates and changes for the change managers when at least one change type is enabled. The change types can be maintained by account administrators in the Change Types section.

Project Categories

The project categories that have been made available for the account’s project managers are listed on the Project Categories page.

Project Risk Levels

The project risk levels that have been made available for the account’s project managers are listed on the Project Risk Levels page.

Risk Severities

The Risk Severities page lists all the risk severities that have been defined for the account.

Service Categories

The Service Categories page lists all the service categories that have been defined for the account.

Product Categories

The Product Categories page lists all the product categories that have been defined for the account.

Effort Classes

The Effort Classes page lists all the effort classes that have been defined for the account.

Timesheet Settings

The timesheet settings for the timesheets of the employees who work for the different organizations that are registered in the account can be maintained in the Timesheet Settings section.

Time Allocations

The time allocations that people need to be able to select when they register their time can be maintained in the Time Allocations section.

Calendars

All the calendars that have been made available for the account are listed on the Calendars page.

Holidays

The holidays that can be linked to the account’s calendars are listed on the Holidays page.

Current Usage

The Current Usage view lists all active persons who have one or more roles of the account. This view provides the most recent access information for each user.

Billable Users

The Billable Users section is available only to the account’s administrators. It is used to track the consumed number of user-months for the account.

Exports

Advanced exports of multiple record types can be started or scheduled in this section of the Settings console. These can be full, partial or incremental exports. The Export Fields page explains how the different fields of the Export form can be used to start or schedule advanced exports.

Inbound Email

The Inbound Email section lists all email that was received for the account. It allows these email messages to be inspected by the account’s administrators.

Retention Policy

The Retention Policy can be used to specify retention periods for record types that hold personal identifiable information.

A record that is in its end state and is left unchanged for the specified archive retention period, gets moved to the Archive. Similarly, if a record is left unchanged for the trash retention period, it gets moved to the Trash. Once a record has been in the Trash for 28 days, it is irrevocably erased.

Archived records can be viewed in the Archive.
Trashed records can be viewed in the Trash.

Audit Entries

The Audit Entries page provides a chronological list of all audit entries for all records of the account. The view can be limited to the audit entries that were generated for a specific record type.

System Logs

All authentication and import events are logged in the system logs. So when a user’s attempt to log into 4me was not successful, a log entry will specify what went wrong. This is especially useful when configuring single sign-on. Also, after an import has been performed, the results of this import can be reviewed in the system logs. If there are any error messages, they can be opened from the import log entry. The most recent import log entry is always presented at the top of the list.