Admin Guides / Collections and entitlements

Guided questions

Help requesters find the right access in a large collection by answering a few questions instead of searching.

A large collection can hold hundreds of entitlements that look alike to a requester: a shared drive per office, a cost centre role per team. Guided questions narrow the list. When a requester picks the collection on the Request Access form, Warde asks up to four questions, such as "Work location" or "Cost centre", and shows only the entitlements that fit the answers.

Questions only narrow the list. Whether something can be requested still depends on Requestable, its lifecycle state and its audience.

#What the requester sees

1. They choose the application under All applications. Collections with questions carry a "has questions" tag.
2. The form says "Answer these questions to narrow the list." and shows one drop-down per question. The empty answer is Any.
3. A follow-up question appears once the question it depends on is answered, whether the requester chose the answer or Warde filled it in from the default path. Changing an answer clears every follow-up under it, including follow-ups of follow-ups.
4. The list shows only matching entitlements. A question left as Any shows more of the application's access.

Each item added to the request keeps the answers it was chosen under.

#Set up questions

Questions are always written by you; a sync never creates them. Open the collection in the Admin Workspace and add rows to its Discovery Dimension related list, or open Guided discovery > Dimensions.

A question whose answers cannot be worked out is skipped rather than shown empty.

#Map answers to entitlements

Tell Warde which answers lead to which entitlements. On the entitlement's Entitlement Dimension Mapping related list, or under Guided discovery > Answer maps, add a row for each answer:

The rules for matching:

• several rows for one question are alternatives: Melbourne or Sydney;
• rows for different questions must all match: Melbourne and Finance;
• an entitlement with no rows for a question matches any answer to it.

The mapping table has plain columns, so a long list can be loaded with your own import set.

#A worked example

The Enterprise Applications collection asks two questions. Work region has a fixed list of answers. Cost centre is drawn from the platform's cost centre table and filled in from the person's own cost centre.

The answer maps for four of its entitlements. A Cost centre value is the sys_id of the cost centre record; a Work region value is the value from the fixed list.

Legacy Claims Desktop has no rows.

What the requester is then offered:

If every row an entitlement has for a question is inactive, it counts as having no rows and matches any answer to that question. The collection's other entitlements, with no rows at all, are offered whatever the answers.

#Request posture

Each collection has a Request posture on its record:

Use Guided only for a collection whose entitlements only make sense once the questions are answered. The questions themselves appear whenever the chosen collection has active questions, whatever its posture.

#Find collections with questions

Guided discovery > Collections using discovery lists collections with at least one active question. The Access health dashboard's collection tab charts collections by request posture.