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Productiv Home Setup

  • Updated
Note: Productiv Home has been available as an add-on license or as part of Productiv Enterprise Suite.  If you are not sure if you have purchased Productiv Home, please reach out to your CSM.
 
Productiv Home automates app fulfillment by allowing your employees to request applications from a curated list of your creation.  Employees can also see which applications are being used by members of their team or individuals with similar functional needs.
Upon request of an app, an automated workflow will submit the request for proper approval before either generating an IT ticket for manual provisioning or automated provisioning through Okta, depending on your configuration and the app’s SCIM capabilities.  The requestor will receive status updates along the way.
Recommendation:
Do not include “birthright” apps (apps provided to all employees upon hire).Productiv Home is better served for employee selection of apps provisioned on an as-needed basis.
Common Use Cases
  • An employee needs access to a non-birthright app. They go to Productiv Home to request access to the application.
  • An employee needs access to a project management tool. They go to Productiv Home to see what project management tools the company uses and request access to the tool they want.
Setup:
  1. Configure Okta connector for provisioning in Settings > Access management
  2. Configure notification settings in Settings > Organization:
    • Improve email delivery by setting up DKIM or SMTP under Notification Settings.
    • Customize ‘From’ address for provisioning emails to use an email address users will recognize in ‘Setup up provisioning user notifications’ under Notification Settings
    • Set up a Slack channel under Slack Notifications
  4. Configure a fulfillment process
    1. Go to Settings > Productiv Home and scroll down to Set Up Fulfillment Process.
    2. Configure a ticketing system to manage of employee requests that cannot be fulfilled using Okta’s SCIM capability. Only one ticketing system can be connected at a time. Ticketing systems include:
      • Jira System Management
      • Zendesk
      • Email ticketing
  6. Configure default approvers
    1. At the top of the Settings > Productiv Home page, click the “Edit” button next to the “DEFAULT SETTINGS” at the top of the page. This will open a modal where you can update the default Productiv Home settings.
    2. Configure an approval method (Slack or Email), Default approvers for app requests, and a Fallback approver. You can also configure reminders to be sent to assigned approvers for pending requests.
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  1. Add apps to Productiv Home
    • At the top of the Settings > Productiv Home page, select the ‘Not in Productiv Home’ tab on the table to display apps you can add to Productiv Home.
    • On the app you wish to add, click the Add to Productiv Home button in the right-most column of the table. This will open up a page to configure the app for Productiv Home.
      • In the “Configuration” section, you can set what app license tiers end users can request in Productiv Home and the associated approvers and fulfillment settings. Every app must have at least one license tier configured.
      • Under “Approval settings”, choose who needs approval for access to the app and who will approve those requests. You can configure up to two approvers for an app.
      • Under “Fulfillment Settings” choose how you want the app to be fulfilled.
    • Once you are done configuring the app, click the Add button in the top right corner to save your changes.
  3. Test your configuration:
    • Click on Productiv Home in the main left-pane navigation menu to preview your setup.
    • Copy this URL to a new tile in your Okta dashboard [make sure to only add this tile to the tester’s Okta dashboard during testing]
    • Submit a request for an app and test it through the various approval steps:
      • Deny request at first approval notification level [requestor should receive notification that request has been denied].
      • Approve request at first level but then deny request at second approval notification level (if applicable) [requestor should receive notification that request has been denied]
      • Ignore request when received [request will remain open until approved or denied; fallback approver receives request only if primary approvers’ emails are invalid]
      • Approve request end-to-end for an app set up in Okta with SCIM [tile will be systematically added to Okta; tester will be provisioned license]
      • Approve a request for an app not set up with an Okta group [ticket will be sent systematically to ticketing system or email, as appropriate]
  5. Work with your Productiv CSM to launch Productiv Home within your organization!

Frequently Asked Questions

Q: Which ticketing systems do you integrate with?
A: Jira Service Management and Zendesk. For all other ticketing connectors that enable ticket creation from emailing to a certain ID (ex: freshservice), we also have the ability to automatically send emails to that email ID.

Q: How do approvers get notified of approval requests?
A: Slack [recommended] or Email.

Q: Does a customer need to have Okta set up to use Productiv Home?
A: No. You can also integrate with a ticketing system to facilitate manual fulfillment of license requests.

Q: What is the benefit of the Productiv Home if the customer already has access to Okta?
A: The Productiv Home is specifically designed for users to be able to see what applications they can request. Customized workflows are specifically designed to aid IT admin with the approvals and fulfillment process.

Q: How do licenses get fulfilled through Productiv Home?
A: Depending on your setup, fulfillment will occur one of three ways:
1. For Okta with LCM where the application supports JIT or SCIM: the app can be set up to be automatically fulfilled.
or
2. For clients with Zendesk or Jira Service Manager where Okta w/SCIM is not available for an app, our integration allows a ticket to be systematically generated for manual fulfillment by your IT team.
or
3. An automated email message can be sent to IT for manual fulfillment.

Q: Can the Productiv Home be Co-branded/Whitelabeled?
A: Yes, Productiv Home supports custom branding. See Customize the page branding.

Q: Does the Productiv Home have the ability to keep an audit trail?
A: Yes, we allow customers the option to create an audit trail ticket with the integrated ticketing system of their choice (including tickets created through an email ID interface). See these release notes for more information.

Q: Can customers show and request on-premise apps within the Productiv Home?
A: A user can submit an intake or general purchase request using Productiv Home. See Workflows overview for more information.
 

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