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 a few additional sections of the Settings console. These are the “Account Settings”, “Legal & Compliance”, “Security” and “Password Policy” sections.
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
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.
Password Policy
The password policy of a 4me account is a set of rules that increase the security by encouraging the users of the 4me account to use strong passwords. This section is available only to the owner of the account.
SCIM Users
SCIM User records are automatically created when a provisioning client is configured to send the details of users to 4me.
Detailed information about SCIM can be found in the developer documentation.
SCIM Groups
SCIM Group records are automatically created when a provisioning client is configured to send the details of groups to 4me.
Detailed information about SCIM can be found in the developer documentation.
Certificates
The 4me service offers the ability to generate certificates. After a certificate has been created, it can be linked to one of the single sign-on configurations of the 4me account, provided that it uses the SAML protocol.
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.
Surveys
Surveys can be created by account designers and account administrators to let people rate the services they use. Surveys can contain star rating questions and text questions and can be filled out anonymously in the My Services section of 4me Self Service, once a calendar month per service.
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.
Custom Filters
A custom filter is generated when a custom field, which is included in a UI extension, is made ‘filterable’, thus allowing views and reports to be filtered using the custom field’s values. The Custom Filters section provides an overview of all custom filters that have been generated in the 4me account.
Custom Views
Custom views can be defined in the Custom Views section. A custom view is used to define which records can be selected in a custom-suggest field that is linked to the custom view.
Custom Collections
A custom collection defines a type of record that is not available as a standard record type in 4me accounts. The Custom Collections section is used to maintain the definition of these special record types.
Custom Collection Elements
A custom collection element is a record that is part of a custom collection. These special records are maintained in the Custom Collection Elements section.
Applications
It is possible to define applications in the Applications section. These applications can then be used by regular web applications as well as machine-to-machine applications (such as CLIs or daemons) to access the 4me APIs.
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.
Webhook Policies
A webhook policy can be defined for cryptographic signing of the payloads of one or more webhooks. Webhook policies are created and maintained in this section to provide an extra layer of security to the payloads that webhooks send out.
Webhook Deliveries
Each time a webhook tries to deliver its payload to a URI (a target server), an entry is added to the Webhook Deliveries section. These webhook delivery records are useful because they provide a lot of information about when the webhook attempted to deliver its payload, what was included in the payload, whether the payload was successfully delivered and what the response was from the target server.
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.
Out of Office Periods
The section ‘Out of Office Periods’ allows anyone with access to the 4me Specialist Interface to manage their out of office periods. They can register multiple out of office periods if they already know that they are going to be unavailable multiple times in the future. Administrators can use this section to create and update the out of office periods on behalf of the people who are registered in the 4me account.
Activity Monitor
The Activity Monitor provides an overview of all people who are registered in the 4me account.
It shows when these people last used 4me Self Service or the 4me Specialist Interface (in the Console Last Activity column), how many days ago they last set their 4me password (in the 4me Password Age column), when they last used 4me’s REST or GraphQL API (in the API Last Activity column), when they last reset their 4me personal access token (in the Token Age column), and whether they have already activated two-factor authentication in 4me (in the 2FA column).
A warning icon is displayed when the user’s 4me password or personal access token is more than 90 days old. The color of the icon turns from orange to red for users who have not updated their password or personal access token for more than one year.
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, import, export, job and permission 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 or export has been performed, the results of this can be reviewed in the system logs. If there are any error messages, they can be opened from the log entry. The Permission logs shows which roles have been added or removed from persons, when that happened and by whom.