Symbio Manual Admin EN · Symbio Manual - Administrator Role 3 5.1.2 Consolidating users 24 5.2 User groups 24 5.3 Dynamic attributes 25 5.4 Process profile 25

Version date: May 18 ©2018 Ploetz + Zeller GmbH

Symbio Manual Administrator Role

Symbio Manual - Administrator Role 2

Content 1 Introduction 7 1.1 About this document 7 1.2 Before you start 7 1.3 Support 7 1.4 Do’s and Dont’s in Symbio 7 1.4.1 Do’s 7 1.4.1.1 Import/Export (Data Migration) 7 1.4.2 Dont’s 8 1.4.2.1 Import 8 1.4.2.2 Export 8 1.4.3 System settings 8 2 Creating storage collections and databases 10 2.1 Configuration templates 11 2.1.1 Embed configuration template 11 2.2 Add new configuration template (optional) 13 3 Start page 15 3.1 Creating and editing homepages 15 3.2 Creating and editing homepage widgets 16 3.2.1 Text widget 17 3.2.2 Link widget 17 3.2.3 List widget 18 3.2.4 Chart widget 18 3.2.5 Diagram widget 19 3.2.6 Table widget 19 3.3 Permit Home-Sites 20 4 Symbio Administration 21 4.1 Log files 23 4.2 Apply new configuration 23 4.3 Application domain 23 4.4 Generate reporting scripts 23 5 Administration settings 24 5.1 User 24 5.1.1 Setting up users 24


5.1.2 Consolidating users 24 5.2 User groups 24 5.3 Dynamic attributes 25 5.4 Process profile 25 5.4.1 Create process profile 26 5.4.2 Configurate process profile 27 5.5 Facets 29 5.6 Variants 29 5.7 Tags 30 5.8 Languages 30 5.9 Automation 30 5.9.1 Set up an automation task 32 5.9.1.1 Requirements for automation tasks via PowerShell, etc. 32 5.9.2 Run automation object 33 5.9.2.1 Run automation object in Symbio 33 5.9.2.2 Run automation object outside of Symbio 33 5.9.3 Examples of automation tasks 35 5.9.3.1 Generating diagram graphics for caching in the database 35 5.10 Service Hooks 36 5.10.1 Application Hooks 36 5.11 Export templates for manuals 36 5.12 AML converting import config files 37 5.13 Symbio data import config files 37 5.14 Document import config files 37 5.15 Visio import config files 37 5.16 Excel import config files 37 5.17 Storage connections 38 5.18 Extented Configuration 39 5.18.1 Hide 41 5.18.2 Rename 42 5.18.3 Add 42 5.19 Configuration ID Provider 43 5.19.1 Befor you Start 43 5.19.2 Create ID Provider 43 5.19.3 Create ID Provider Configuration 44 5.19.4 Finally 46 6 System settings 47 6.1 Disclaimer settings 47


6.2 Notifications 47 6.3 Outgoing Email settings 50 6.4 Privacy settings 51 6.5 Process released notification of external systems 52 6.6 Region settings 52 6.7 SAML settings 52 6.8 Theme settings 53 6.9 SAP WPB connection 54 6.10 Task notifications 54 7 Administration within the database 56 7.1 Import Data in Symbio 56 7.2 Consolidate repository objects 56


Figure 1 – Setting up new storage collection 10 Figure 2 – Choosing a storage collections 10 Figure 3 – Create a database 11 Figure 4 – Choose configuration and create database 11 Figure 5 – Choose configuration template 12 Figure 6 – Overview configuration templates 12 Figure 7 – Create configuration template 13 Figure 8 – Create a new template 13 Figure 9 – Add new template 13 Figure 10 – Select new configuration template 14 Figure 11 – Select the new configuration template for the database 14 Figure 12 - Homepage 15 Figure 13 - Home navigation 15 Figure 14 – Creating a homepage 16 Figure 15 - Overview widgets 16 Figure 16 - Text widget 17 Figure 17 - Link widget 17 Figure 18 - List widget 18 Figure 19 - Chart widget 18 Figure 20 - Diagram widget 19 Figure 21 - Table widget 19 Figure 22 - Administration symbol 21 Figure 23 – Admin Page 22 Figure 24 - Consolidating users 24 Figure 25 - Selecting users for your user group 25 Figure 26 – Example of process profile 26 Figure 27 – create new profile 26 Figure 28 – Choose the valid facet 26 Figure 29 – Specify the validity 27 Figure 30 – Building Blocks 27 Figure 31 – Insert format strings 28 Figure 32 – Change size and color 28 Figure 33 – Design the layout with placeholder widgets 29 Figure 34 – Define content for the lists widget 29 Figure 35 - Facets 29 Figure 36 - Setting up variants 30 Figure 37 - Automation 31 Figure 38 – Automation task 32 Figure 39 – Automation token 32


Figure 40 – Authentication IP address (here IPv6-Localhost) 33 Figure 41 – Start automation 33 Figure 42 – Example: Authentication token run by IPv6 Local host 35 Figure 43 – Example: Selection of task file for generating diagram graphics 35 Figure 44 - Application hooks 36 Figure 45 - Export templates for manuals 36 Figure 46 - AML import config 37 Figure 47 - Excel import config 38 Figure 48 – Connect databases 38 Figure 49 – Choose Extended Configuration 39 Figure 50 – Choose configuration 40 Figure 51 – Select settings for configuration 40 Figure 52 – Choose advanced configuration type 41 Figure 53 – Hide Sub Processes 41 Figure 54 – Rename opportunities 42 Figure 55 – Add new attribute 42 Figure 56 - System settings 47 Figure 57 – Table of notification info 49 Figure 58 - Notification after creating a feedback 50 Figure 59 - Outgoing email settings 51 Figure 60 - Privacy settings 52 Figure 61 - Region settings 52 Figure 62 - SAML settings 53 Figure 63 - Theme settings 54 Figure 64 - Task notification 55 Figure 65 – Import data 56 Figure 66 – Consolidate released objects 57


1 Introduction 1.1 About this document This document describes Symbio tasks which can be only executed by Symbio users who have the application role “Administrator” in Symbio. 1.2 Before you start All documents such as the installation manual and the operation manual can be found at https://www.symbioworld.com/en/services/wissen-2/ 1.3 Support Please visit our support website http://support.symbioworld.com/hc/de in case of questions, demands and issues. 1.4 Do’s and Dont’s in Symbio In current version some tasks should be avoided by the administrator to ensure a stable working product. 1.4.1 Do’s Generally specific admin tasks like configurable system settings, e.g. Document template, mail settings, theme settings can be executed with low risk. If mail settings are incorrectly configured, then these settings can be fixed without any downtime. 1.4.1.1 Import/Export (Data Migration) First always import a test import into a test database. Use the Excel mass data export/import for translations. New objects will not be generated. If a released/expired version already exists, a new version will be generated. Use the Excel-Importer to import from data from other systems, for example. The import includes only newly generated objects or refreshes of objects and does not include the deleting of objects. o How attributes are refreshed can be configured (OVERRIDE, RETAIN or APPEND); how relations are refreshed can be configured, too (PredecessorSupportsMultipleSuccessors, SuccessorSupportsMultiplePredecessors and SuccessorDeleteDifferentOldPredecessors) o Elements which are NOT imported again by a new import will get the status “expired “ o Deletions and Merges must be done manually using the import log o Please also see Setup Configuration for Excel-Import


o Update-Imports need an identifier which identifies objects even after there have been name changes, e.g. if an organizational unit is changed; it must be possible to maintain the attribute at the version container (AT_ID) 1.4.2 Dont’s We currently do not recommend executing the following tasks: 1.4.2.1 Import Do not import ARIS data if import data already exists in target storage due to consolidation issues, especially with master data. Do not import more than single file. Parallel imports increase import time and might run into issues o Symbio Data import (SYMX) o ARIS data (XML) o BPMN import (XML) o Massdata import (XLSX) of the same type, e.g. Roles by Admin1 and Roles by Admin2 o Massdata import (XLSX) of different types Do not import the same processes a second time. After the first import they should only be edited in the target Symbio directly. Do not import Symbio Data (SYMX) files if the source databases contain process house/default categories and the target database already has such data. The target database must be empty. An export of process house and categories is impossible since version 5.9. Do not import Symbio Data (SYMX) files if the source database is a higher Symbio version than the target database. Do not import Symbio Data (SYMX) files if the source database uses another configuration than the target database. 1.4.2.2 Export In large databases it’s not recommended to execute the following tasks during business hours: Do not export all processes via Massdata because of performance/memory issues on Web server. The Excel-Importer only support files with plain data tables, so it explicitly does not support external data sources, macros, pivot tables or calculated fields/cells. Do not use the Symbio Data export (SYMX) on the Process House or in large categories due to size of exporting data. Do not use the Storage export (SYMX) in Storage Collection due to size of the database. 1.4.3 System settings Some system settings might affect all users and should be tested in different database before:


Do not change SAML settings without any reason if it previously works.


2 Creating storage collections and databases The browser is started with …../_sysadmin/_admin. You log in as Administrator. Existing storage collections are displayed and you can create new collections by clicking Tabular Views. Figure 1 – Setting up new storage collection A dialog box opens. Enter the name of the new storage collection into the text box and confirm with “New”. Click the Create button on the right-hand side under “Settings” in the Detail Content area. The HOME main navigation displays all storage collections. Click the tile to navigate to the newly created storage collection. Figure 2 – Choosing a storage collections A new database is created in the storage collection under Tabular Views > Storages


Figure 3 – Create a database Figure 4 – Choose configuration and create database Create a database to import and export database contents. 2.1 Configuration templates 2.1.1 Embed configuration template Before you create a database, it is absolutely necessary to select a configuration template and then integrate it. Please select the configuration template in the detail area of the database to be created and select a corresponding template.


Figure 5 – Choose configuration template Figure 6 – Overview configuration templates Symbio comes with predefined configuration templates after installation. However, the configuration may differ from the standard. If there is a special configuration, please navigate via the home page to the tile "Configuration Templates".


2.2 Add new configuration template (optional) Figure 7 – Create configuration template Here an extension by a new template is necessary first. A corresponding configuration file is uploaded. It is recommended to store these SYTX files in the App_Data directory of Symbio. Afterwards the file can be selected via the Upload Screen without having to specify a directory. Figure 8 – Create a new template Figure 9 – Add new template


Figure 10 – Select new configuration template The newly created configuration template can now be selected when creating a database. Figure 11 – Select the new configuration template for the database


3 Start page Administrators can create different homepages and adjust the design of the widgets on the homepage. Figure 12 - Homepage 3.1 Creating and editing homepages Administrators can create and edit overview pages and embedded pages. Using the pen in the lower right corner of the homepage or the button configuration in the sub navigation bar you will enter the editing mode of the page you are currently on. If you want to create a completely new homepage please click on the + in the sub navigation or click on New. Figure 13 - Home navigation


Each start page can be configured for a specific audience by using permission user groups. In the editing mode, you can adjust the background color of the homepage. Figure 14 – Creating a homepage Please save your changes by clicking on the green pen in the lower right corner. 3.2 Creating and editing homepage widgets Administrators can create, edit and move widgets. The following widgets are available via the button New: Figure 15 - Overview widgets By clicking on the widget, the Detail Content appears where you can determine the design and the content (i.e. maturity level analysis) of the widget. You can also choose name, description, size, background and text color. Depending on the kind of the widget there are various design and content capabilities. For example, they can be set to specific sizes, e.g. 2x2, 3x3. Maximum is a column count of 8. Moving widgets to another position on the page is done by clicking on them and then using the arrow which appears. At the moment, widgets can only be moved to the left.


3.2.1 Text widget Here, please see an example of a text widget. Figure 16 - Text widget 3.2.2 Link widget Here, please see an example of a link widget.

Figure 17 - Link widget


3.2.3 List widget Here, please see an example of a list widget. Figure 18 - List widget 3.2.4 Chart widget Here, please see an example of a chart widget. Figure 19 - Chart widget


3.2.5 Diagram widget Here, please see an example of a diagram widget. Figure 20 - Diagram widget 3.2.6 Table widget Here, please see an example of a table widget.

Figure 21 - Table widget


3.3 Permit Home-Sites Symbio supports the configuration of start pages for different user groups. In the Navigation tree, the admin creates a new page and creates the page as described in 3.2. After the page has been configured, an authorization group is assigned to the page. According to this principle, the administrator constructs the start pages for the groups and then authorizes the page in detail content.


4 Symbio Administration To enter the configuration area for the Symbio Administrator please click on the clog wheel symbol in the upper right corner: Figure 22 - Administration symbol The following is a short description of the various administration and configuration possibilities in the administration area.


Figure 23 – Admin Page


4.1 Log files Web server log files which collect application error messages. 4.2 Apply new configuration In case of configuration updates (config or method) the admin can apply the update configuration file (.sytx). However, usually it is not required to run it manually because this is already done when first opening a database. 4.3 Application domain In the administration area under the last item "Importer" you will find the version number and the build date of your Symbio version. Please include them when creating tickets. 4.4 Generate reporting scripts SQL Reporting Services Database relevant.


5 Administration settings 5.1 User Click the User tile to launch the user administration section. 5.1.1 Setting up users By clicking on New, please enter a name for each new user and assign a password to each user (in the Detail Content). You will also need to define the appropriate user roles for each user in the Detail Content by specifying if the user acts as Viewer, Author and/or Approver. You can assign a user to a number of user groups. In the case of an AD connection via SAML users are automatically created with Viewer rights. Impressum 5.1.2 Consolidating users Users can be consolidated via the consolidate button: Figure 24 - Consolidating users In the dialog which then appears, please choose the elements you want to consolidate with the master element and click OK. The process of consolidating users cannot be reversed. 5.2 User groups You set up user groups in the same way as you create users. Click the User groups tile. After you have created the user group using the New option and have assigned a name to the group, you can select the users for this group in the Detail Content area. Click the icon on the Users screen to display a list with all users. Select the required users and click OK.


Figure 25 - Selecting users for your user group SAML user groups additionally have Application Roles which sets the Application roles of their user/members if SAML group management is activated. User groups use the authors and architects in the database to set permissions. The administrator can set the permissions for the facets (facet permissions) or define individual home pages for the groups (see 3.3. start pages). Permissions can be set to Viewer to make the content visible only for a certain group or to author the content for editing. If the user group has been defined for the viewer, only the corresponding users are allowed to see the contents. The following applies to the authors: only registered users of the group are authorized to edit this content and to view. 5.3 Dynamic attributes Feature to use dynamic/user-defined attributes in processes. If you consider using those, please contact us. 5.4 Process profile The profile function allows the administrator to configure individual views for users.


Figure 26 – Example of process profile 5.4.1 Create process profile Profiles are created in the admin area. In the "Element Letters" tile, the administrator configures, manages and deletes profiles. A process profile is first created and saved with a name. Figure 27 – create new profile This name will be displayed later for the user in the graphic selection. The name can be changed at any time in the admin area of the Detail Content. After the name has been specified, the administrator must specify the validity of the profile. Depending on the selection you make, this will be visible for the views and their diagram types. Figure 28 – Choose the valid facet


Figure 29 – Specify the validity 5.4.2 Configurate process profile The configuration of a profile is like the start page configuration, except that for the descriptions there are only the text, list and placeholder widgets available as building blocks. Figure 30 – Building Blocks A text widget combines static texts with attributes that are to be maintained in the Detail Content. The attributes from the list below are included in the "Text" Detail Content. The formatting of the building blocks is done as in other areas by the HTML editor. To include an attribute, the format strings must be inserted in the Text Editor as shown in the list below. For example, to name the author of a process in the text, the format string [ATX_AUTHOR] must be inserted. The size of the widgets can be defined in height and width. The widget changes according to your choice. Background and text colors can also be selected in the detail content.


Figure 31 – Insert format strings

Figure 32 – Change size and color Placeholder widget allows the administrator to customize the layout. These are not displayed in the display for the users and are only built in for the setup. The size of the placeholders can also be changed and the order of the rows can be moved.


Figure 33 – Design the layout with placeholder widgets The list widget shows all objects of the selected type. All contents from the object types are then listed in this list. The list can be limited by setting a limit. Figure 34 – Define content for the lists widget Finally, you can delete, move, zoom in, zoom out or change the colors of the selected widgets. 5.5 Facets In Symbio, facets are used to display processes, organization, repository items, etc. It is possible to set permissions so that only specific user groups can add or edit processes, roles, etc. Figure 35 - Facets 5.6 Variants Global and local variants are set up via the tile Variants on the administration page.


Figure 36 - Setting up variants Additionally, the administrator can define tags via the tile Tags to be used together with variants. 5.7 Tags Only users with administration rights can create tags. Tags can be used in the user fly out menu to filter processes and repository items in list views (e.g. start page). Existing tags be connected to processes and repository items. 5.8 Languages In Symbio, English (1033) and German (1031) are supported. The entire user interface (UI) is localized and the process data culture is activated for both languages. Releasing a process/repository item is only allowed if mandatory attributes are set for both cultures and in case of importing process data only configured cultures will be imported. English (1033) is the default language. Other languages can be added as well. It is also possible to remove a language here, except the default language. 5.9 Automation Automation tasks are used for example: importing of Active Directory users (useful to have all users in the database at once) running of maintenance database tasks in case of configuration/method changes to avoid an extra Symbio Web update deployment rendering and storing of all existing diagrams for better performance especially in viewer mode handle events of Symbio using Automation hooks.


Figure 37 - Automation


5.9.1 Set up an automation task 1. Please open the menu New, enter a name and click on New. Figure 38 – Automation task 2. You can now describe the automation tasks. 3. Add the automation file to the group Automation actions. You can choose one of the following types: a. Task file (XML format): Plugins can be executed. b. Conversion file (XML format): Here you can change units in the database. 5.9.1.1 Requirements for automation tasks via PowerShell, etc. If you do not want to start the automation task via the Symbio surface but via a link like e.g. PowerShell, an authentication token is necessary for the automation task to authorize the caller. 1. Please open the menu New, enter a name and click on New. Figure 39 – Automation token 2. Furthermore, the token must have the appropriate rights. Please adjust the application roles in the detail area: 3. Due to safety reasons, the validity of the token must configured, too.


By default, the validity is 90 days. When the validity of the token has run out, the automation task cannot be started. a. If emails are activated, the Symbio Administrator will receive an email as soon as the automation task is started from a new IP address for the first time. b. The token can be revoked for an IP address as well. Figure 40 – Authentication IP address (here IPv6-Localhost) 5.9.2 Run automation object There are two ways to start an automation object: directly in Symbio Outside of Symbio via PowerShell, C# or JavaScript 5.9.2.1 Run automation object in Symbio Please click on Run automation to start it directly in Symbio. Figure 41 – Start automation 5.9.2.2 Run automation object outside of Symbio The group Automation API offers some information for starting the action outside of Symbio.


1. Automation via PowerShell is started as follows: Please copy the text you see in the grey PowerShell box in a PowerShell and run it. 2. The automation is started and the export file can be downloaded via the closed task. a. It is also possible to see the result directly in the PowerShell or export it to save the way to Symbio. For this, the last line in the PowerShell has to be adjusted: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST | select -expand Content b. For an export into a file please use: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST | select -expand Content | Out-File D:\temp\export.xml Note.: Please adjust target directory and target file. Note: As the export of larger databases into a separate file can take some time, the default PowerShell TimeOut of 100 should be increased. See c. c. For an export from large databases which takes longer than 100 seconds please use: Invoke-WebRequest -Uri $uri -Headers $headers -Method POST -TimeoutSec [int]::MaxValue | select -expand Content | Out-File D:\temp\export.xml 3. As soon as the automation task has been started via the token, the IP address of the caller will be saved. In this case it is the local host address (IPv6).


Figure 42 – Example: Authentication token run by IPv6 Local host 5.9.3 Examples of automation tasks 5.9.3.1 Generating diagram graphics for caching in the database An automation task can be used to generate diagram graphics for caching in the database. For this, please create an automation task as explained in Fehler! Verweisquelle konnte nicht gefunden werden. and link it to the example “Set_all_diagram_saved__svg_attributes.xml“. Figure 43 – Example: Selection of task file for generating diagram graphics The automation task can now be started as explained in 6.8.2. Attention: All graphs are generated for all languages and diagrams, which can take a long time depending on the number of diagrams and their complexity. Therefore, it can be useful to generate the diagrams in several steps or only on one part of the diagrams. To do this, edit the task file or connect a customized file to the automation object. 1. Possible restrictions/subdivisions are: By deleting diagram types in the line <Setting Name="DiagramTypes" Value="MTX_PROCESS_HOUSE MTX_SUB_CATEGORY MTX_MAIN_PROCESS MTX_MID_PROCESS MTX_SUB_PROCESS MTX_DETAIL_PROCESS MTX_RISK_STRUCTURE_ARCHITECTURE MTX_REQ_ARCHITECTURE MT_ORG_CHRT MTX_IT_ARCHITECTURE MTX_KNOWLEDGE_STRUCTURE_ARCHITECTURE" /> generating can be limited to specific diagram types. 2. by entering and editing the list of LCIDs in line <Setting Name="Lcids" Value="1031 1033" /> generating can be limited to specific languages. 3. It is possible to select the diagrams for which the generation is to be carried out. For example, the following task content will be used to generate a generation for all released diagrams: <?xml version="1.0" encoding="utf-8" ?> <?PZ_STorageObject_TypeString Symbio.Base.Framework.FrameworkServices.Configuration.StorageConverter.Converter, Symbio.Base.Framework?> <Converter xmlns="http://schemas.symbioworld.com/configuration/v3"> <ConversionGroup Id="SetAllDiagramSavedSvgAttributes"> <SelectDiagram AttributeType="AT_STATE_1" AttributeValue="AVT_RELEASED"> <CustomEntityOperation> <Settings Implementation="Symbio.Base.Rendering.Converter.SetDiagramSavedSvgAttributes, Symbio.Base.Rendering">


<Setting Name="DiagramTypes" Value="MTX_PROCESS_HOUSE MTX_SUB_CATEGORY MTX_MAIN_PROCESS MTX_MID_PROCESS MTX_SUB_PROCESS MTX_DETAIL_PROCESS MTX_RISK_STRUCTURE_ARCHITECTURE MTX_REQ_ARCHITECTURE MT_ORG_CHRT MTX_IT_ARCHITECTURE MTX_KNOWLEDGE_STRUCTURE_ARCHITECTURE" />  </Settings> </CustomEntityOperation> </SelectDiagram> </ConversionGroup> </Converter> 5.10 Service Hooks Service hooks are configured callbacks for specific events. The events are defined in Symbio and depend on the service hook type. 5.10.1 Application Hooks In case of an application hook the custom callback is a selected automation task. To create an application hook to the following steps: 1. Open the New menu, enter a name and click on New. 2. Figure 44 - Application hooks 3. Define the event. The hook has to be a callback. You can select one of the following events: a. Process released b. Document released 4. Define the time of the execution, after or before the state change. 5. Add the automation task in the Automation tasks group. Once you have configured the settings the hook is active for the selected event. This means when you release a process all hooks of this event type Process released will be executed parallel during the state change phase. 5.11 Export templates for manuals Default manuals are available. Customized manual templates can be added here. Figure 45 - Export templates for manuals


5.12 AML converting import config files In Symbio, it is possible to import processes from ARIS. Importing of ARIS data mostly needs a customized config file to import ARIS data successfully. ARIS data should be imported to an empty database unless you are absolutely sure that the GUIDs which will be imported do not exist in the target database already. Figure 46 - AML import config 5.13 Symbio data import config files Mapping files to import Symbio data (.symx) can be added here. For instance repository data can be managed between the testing database and working database. The import will be done in the toolbar with the additional administration functionality . 5.14 Document import config files Feature to import Microsoft Word documents which require specific config files. 5.15 Visio import config files Feature to import Microsoft Visio files. Default converter for BPMN/EPC exist but specific config files are required to import customer’s Visio files. The data type of for migration has to be in VSDX. 5.16 Excel import config files Feature to import Microsoft Excel files from external systems (e.g. MEGA) which require specific config files to map items as required.


Figure 47 - Excel import config 5.17 Storage connections In case of specific company organizational structures, it is useful to “split” databases. For example, the master database can send released items to a slave database. A HTTPS connection is required. By distributing data from the master to the slave, standardized contents can be maintained in the master and distributed to the slave DB. To do this, the databases must first be set up and then linked with each other. In the admin area under "Database Connections" the administrator creates a new slave database (IMPORTANT THE URL OF THE SLAVE DB AS ID e. g. https://url/Pundz/Slave1). The connection to the slave DB is then requested in Detail Content. In the same view the Admin of the Slave-DB accepts this request and both DBs are linked with each other. All released contents can now be copied to the slavedb by the admin by clicking on "Distribute". All contents of the master DB cannot be edited by the subordinate DBs. Figure 48 – Connect databases


5.18 Extented Configuration Additional configuration options are available for the administrator in the tile "extended configuration". This includes hiding various information, renaming the standard interface and adding new attributes. The name of the configuration is recommended in capital letters, e.g. "SHORTDESCRIPTION". The symbol "-" is not allowed to be used in the ID. For advanced configuration, please proceed as follows: In the admin area, open the tile 'Advanced configuration´

Figure 49 – Choose Extended Configuration Open the New menu and select one of the three options. Enter a name and click New. The name of the configuration is recommended in capital letters e.g. "SHORT DESCRIPTION". The symbol "-" must not be used in the ID.


Figure 50 – Choose configuration Figure 51 – Select settings for configuration The next sections describe the three configurations in more detail.

Under Settings define the changes and apply the configuration


Figure 52 – Choose advanced configuration type 5.18.1 Hide The available configuration "Hide graphics options" allows the administrator to minimize the graphical selection in processes. All standard graphics in Symbio and the user-defined profiles can be managed with this configuration.

Figure 53 – Hide Sub Processes The configuration "Hide Attributes" allows you to remove individual content in the detail content.


5.18.2 Rename The administrator renames the information names using this configuration. The new name replaces the selection and is now used throughout the system. Figure 54 – Rename opportunities 5.18.3 Add The administrator adds new attributes using the different user-defined attributes. Users can find all their own attributes in the detail content under "User-defined attributes". All newly added attributes are assigned the API name "ATX_CUSTOM_SHORTDESCRIPTION (new attribute: SHORT DESCRIPTION). The creation of the ID in capital letters determines the last part of the API name. When a new value attribute is created (Add dropdown value), the API name is AVTX_CUSTOM_VALUES. These API names can be used for further use, e.g. for the manuals. Figure 55 – Add new attribute


5.19 Configuration ID Provider 5.19.1 Befor you Start After successful installation and connection of the ID Provider Service, a table with 2 columns is created in the ID Provider database. In this table, a new entry should be added for each consuming symbio instance. Simply use the following statement and replace the colored fields with your data: insert into enter ID Provider Name.Subscribers (subscriber, token) values (NEWID (),'enter desired token name') Now note the name of your token from the database and the URL to your ID provider services. For example, if you install the service under "IDProvider" and create the token named "myToken", the script would look like this: insert into IDProvider.Subscribers (subscriber, token) values (NEWID (),'myToken') URL = https://IDProvider.com/ Token = myToken 5.19.2 Create ID Provider Navigate to a database in Symbio. Then click on the cogwheel at the top right into the admin area of Symbio. Here you will find a tile with the name "ID Providers". Click on them. Now you are in the overview of your ID provider. Click New and choose a name for your ID provider.


Click on "New" to create it. In the next step, please select the provider you have created and enter the URL and token from chapter 1.1 on the right side of the detail content. 5.19.3 Create ID Provider Configuration There is a configuration to configure the ID provider, for example, which facets and objects it affects. A configuration is created under the service. Select the service and click on "New" to create the configuration. If you select this created configuration, you can define in the detail content how this ID should look like and which facets or objects it concerns.


Format This item describes how the composite unique ID should look like. In this field you can use various placeholders to create an individual ID. You will find hints and examples below in the detailed content. To illustrate this, a prefix "Role-ID-" is selected and "{0}" is set behind it. Thus, for example, this prefix is always used with each newly created ID for a role, followed by an ascending number. Facet und Type You can also configure under "Facet" and "Type" for which facet and underlying object this ID should be generated. For example, roles. Valid for Attribute Type The field "Valid for Attribute Type" defines for which attribute this ID is entered in a role. In this example, the created ID is to be written to the ID attribute of the object. It could also be written in the name field or some others. Clicking on the field displays all options.


Allow refresh Select this option if you want to allow this ID to be updated automatically after changing the connected objects in the ID. Get ID on Creation This option should be selected if you want an ID to be assigned automatically when a new object is created. 5.19.4 Finally The configuration of your ID provider is successfully completed by automatically saving and entering all parameters. Note: The ID provider must be installed separately. Details can be found under the following link: http://docs.symbioworld.com/content/Articles/UniqueID/install-intro.html


6 System settings The following is a short description of the Symbio system settings. Figure 56 - System settings 6.1 Disclaimer settings The disclaimer is disabled in Symbio default settings. Activate the checkbox Disclaimer activated to enable the disclaimer in the header bar and press F5 to refresh the Browser window. To add a disclaimer text, please use the disclaimer input box. 6.2 Notifications Feature to enable the following notifications. Customized mail template text can be configured. Example for notification - notification after creating a feedback:


Notification Content Email to: Notification after completing a request Based on the maintenance of the process participants, this notification is sent to the responsible users. The participants in the release workflow receive this notification after the status changes to "Ready for QA" or "Ready for release". QM for "Ready for QA". Process Owner "Ready for Release" Notification after expiring an element As soon as an object has expired, all parties involved are informed. All contents that have the status "expired" are no longer visible to the viewers and cannot be used by authors. Author Responsible QM Notification after declining the release of an element If the responsible person rejects the release of a process, all participants in the release workflow receive the notification. QM Author Notification after declining the expire of an element Released content (processes and objects) can be requested by the author for execution. All contents that have the status "expired" are no longer visible to the viewers and cannot be used by authors. Author Notification after evaluating a request As soon as the person responsible for the process has processed the request (feedback, question, comment, etc.), the user (requester) receives a concrete answer. Requester Notification on approval of requests After the request (feedback, question, comment etc.) has been incorporated by the author, the user (requester) will receive confirmation of this. All parties involved (author, QM, process owner Notification after successful quality assurance of an element When the QM process is released, the author receives a notification that the QM is now ready for release. The person responsible then receives the task for process release. Author Notification after creating a request If the user sends a request (feedback, question, comment, etc.) to a process, each participant receives the notification. The request runs through the same workflow as the process All parties involved (author, QM, process owner, enquirer) Notification after releasing an element If the user sends a request (feedback, question, comment, etc.) to a process, each participant receives the notification. The request runs through the same workflow as the process All participants (author, QM, process owner) Notification after negative quality assurance of an element Rejection of process release by QM. QM rejects the request from the author for QA. Author


Notification before expiring an element To set a released content (process or object) to Expired, a request for expired must be triggered (applies only to authors). The person responsible receives a workflow task to confirm this request. Author and process owner Notification before performing a review If the author adds the reviewers (process release workflow), these viewers receive the task of analyzing the process. The reviewers will be notified as soon as the status is set to "in Review". Viewer Notification before releasing an element Notification to the author as soon as the release workflow changes from QM to the person responsible or directly to the person responsible for the process. Author QM (alternative) Notification before quality assurance of an element Notification to the author as soon as the release workflow changes over to QM. Author Notification on validation of request Notification before release of the request by the person responsible. As soon as the request starts (without QM) or the request has already been confirmed by QM, the author receives a notification that the QM checks this request. Author Notification after creating a release request Notification before QM checks the request. As soon as the request starts (request for process), the author receives a notification that QM checks this request. Author Figure 57 – Table of notification info


Figure 58 - Notification after creating a feedback 6.3 Outgoing Email settings Outgoing email settings need to be configured to make use of email task/request notifications. Mandatory fields are highlighted. Nevertheless, username and password for a mail server account should be used under Authentication instead of using an anonymous authentication mode. Example:


Figure 59 - Outgoing email settings 6.4 Privacy settings The privacy settings currently consist of two settings which can be disabled if company guidelines require it because of work council or other reasons.

Request enables the option for users to provide feedback on process elements like main/sub processes and repository items. Even in Viewer mode. Global feedback enables the option to provide general Symbio Web application feedback via survey by using the smiley in header bar.


Figure 60 - Privacy settings 6.5 Process released notification of external systems Feature to enable e-mail notifications about tasks. Customized mail template text can be configured. 6.6 Region settings The region settings are not set in Symbio default settings so the web server´s regional setting (region and time zone) are used. If regional settings are set, then time stamps in the user interface will reflect these, e.g. in attributes of processes or release tasks. The user can still overwrite these settings by setting user-dependent regional settings in the user’s profile in Symbio users management. Figure 61 - Region settings 6.7 SAML settings If the user management should be managed by the Microsoft Active Directory, then SAML settings need to be configured here. For SAML and ADFS configuration instructions, please refer to our Symbio Web installation manual and the SAML Check-List.


If the SAML group management is activated, the user’s application roles depend on the SAML user group where the user is member of. If the user is member of more than one group then highest role will win. Figure 62 - SAML settings 6.8 Theme settings The default Symbio theme can be customized by changing the colors of the header and navigation bars. It is also possible to replace the Symbio logo with your own logo. To activate new theme settings, please press on Compile button and then press F5 to refresh the browser window to make the changes visible. To reset the theme back to the Symbio theme, press the Reset button. We recommend, for example, embedding the corporate identity only in the productive database in order to make a clear difference to the testing system.


Figure 63 - Theme settings 6.9 SAP WPB connection Feature to enable a plug-in which synchronizes SAP Workforce Performance Builder eLearning items to Symbio training repository objects. If you consider using this plug-in, please contact us. 6.10 Task notifications Feature to enable the following notifications about tasks. The notifications are enabled within Symbio and the email setting here has no effect.

Task notification after completing a feedback Task notification after creating a feedback Task notification after declining the expiry of an element Task notification after declining the release of an element Task notification after evaluating a feedback Task notification after expiring an element Task notification after negative quality assurance of an element Task notification after releasing an element Task notification after successful quality assurance of an element Task notification after usage of an authentication token Task notification before expiring an element Task notification before quality assurance of an element Task notification before releasing an element Task notification on approval of feedbacks Task notification on validation of feedbacks


Example for task notification - Task notification after releasing an element: Figure 64 - Task notification


7 Administration within the database Within the database, the administrator has specific functions to manage the contents of the database. 7.1 Import Data in Symbio In the architecture view of the process house, there is an additional function for the administrator to import data. The Import needs a customer specific configuration and should be imported into an empty database. This can be checked and tested, afterwards the data can be exported to the working database as symx data. Figure 65 – Import data 7.2 Consolidate repository objects Administrators are also able to consolidate released or expired objects. Architects can only do this for objects in processing. Consolidieren should not be carried out by several users at the same time for each facet.


Figure 66 – Consolidate released objects



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Symbio Manual Admin EN · Symbio Manual - Administrator Role 3 5.1.2 Consolidating users 24 5.2 User groups 24 5.3 Dynamic attributes 25 5.4 Process profile 25