Subscription Roles

Introduction

Fact sheet subscription is an effective mechanism for delegating responsibility and accountability to users for maintaining fact sheet data. It ensures that fact sheet subscribers are notified and have a clear call to action to update and maintain the fact sheet data.

This guide covers how admins can create, edit, and delete subscription roles, manage subscription settings, and use the subscription management report.

To understand the essential aspects related to fact sheet subscriptions, including subscription types, roles, subscribing and unsubscribing to fact sheets, and managing subscriptions in bulk, see Fact Sheet Subscription.

Creating a Subscription Role

Users with admin rights can define and add subscription roles. To add a subscription role, follow these steps:

1. In the administration area, select Subscription Roles.
2. Click New Subscription Role.
3. On the resulting page, enter the needed information:
   1. Give a name to the role.
   2. Select the subscription type. You can define the role as responsible, accountable, or observer. A role set to type All becomes available for any of the 3 subscription types while a user subscribes to a fact sheet. To learn more, see Subscribing to Fact Sheets.
   3. Select the fact sheet types the role can subscribe to. You can choose multiple fact sheet types or even all. Limiting the subscription role to a particular fact sheet type makes sense when the role is specific to a certain fact sheet type. For example, the role of the Application Owner is relevant only to application fact sheets. So, while creating the Application Owner role, you could choose just the application fact sheet. For examples of commonly used subscription roles, refer to Example Subscription Roles.

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Note

The subscription type ‘Accountable’ is not visible by default and must be activated by admins in the settings. For more details, see Enabling the Subscription Type Accountable.

4. Click Save to finish adding the role.

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Note

Subscription roles are not limited; you can define and add different roles at any time to meet your organization’s needs.

Editing a Subscription Role

You can edit a subscription role to change its name, subscription type, and the fact sheet types it applies to.

When you change the subscription type of a subscription role, SAP LeanIX migrates existing subscriptions to the new type. For example, changing the subscription type of a role from ‘Accountable’ to ‘Responsible' will change all existing subscriptions under that role to the type 'Responsible’.

You can expand the scope of the subscription role by adding more fact sheet types. However, if you want to reduce the scope by removing certain fact sheet types, you must first ensure that all instances of subscriptions under that role are removed from fact sheets of those types, including from any archived fact sheets. Essentially, expanding the scope is straightforward, but reducing the scope requires cleaning up existing subscriptions of that role in the specified fact sheets.

When you have to remove subscriptions for multiple fact sheets, the most efficient way is to do so in the inventory's table view mode. To learn more, see Subscribing and Unsubscribing in Bulk.

To edit a subscription role, do the following:

1. In the administration area, select Subscription Roles.
2. Select the subscription role you want to edit.
3. On the resulting page, make the needed changes.
4. Click Save.

Deleting a Subscription Role

To delete a subscription role, do the following:

1. In the administration area, select Subscription Roles.
2. Select the subscription role you need to delete.
3. Click Delete.

Deleting subscription roles does not unsubscribe users from fact sheets. Users will continue to be subscribed as responsible, accountable, or observer, even if the specific role they were assigned has been deleted.

Subscription Settings

You can customize and manage various settings related to subscriptions. These settings include enabling the subscription type 'Accountable', controlling whether users can have multiple subscriptions for a single fact sheet, enforcing mandatory selection of a subscription role when subscribing to a fact sheet, and adjusting the data privacy level for subscriptions.

Enforcing Mandatory Selection of a Subscription Role

You can make the users mandatorily select a subscription role when they subscribe to a fact sheet. To enable this setting, follow these steps:

1. Go to the administration area and select General.
2. Under Subscription Mode, choose Required from the drop-down menu.
3. Click Save to apply the change.

Enabling the Subscription Type Accountable

The subscription type ‘Accountable’ is not visible by default when creating a subscription role or when subscribing to fact sheets. If you need it, you must first activate it in the admin settings.

To enable the subscription type ‘Accountable’, follow these steps:

1. In the administration area, select General.
2. Check the Accountable checkbox under Subscription Type.
3. Click Save to apply the change.

Restricting Multiple Subscriptions from the Same User to a Fact Sheet

By default, a user can subscribe to a fact sheet multiple times under different subscription roles. However, admins can control whether users are allowed to have multiple subscriptions for a single fact sheet. You can restrict to allow only one subscription per user for a fact sheet. To implement this restriction, follow these steps:

1. In the administration area, select General.
2. Under Multiple Subscriptions, select Disabled from the drop-down menu.
3. Click Save to apply the change.

Privacy Settings of Subscription Visibility

Admins can manage how subscription information is displayed to users in the filter panel of the inventory, reports, and diagrams by adjusting the privacy settings. To configure these settings, follow these steps:

1. In the administration area, select General.
2. Under Data Privacy, choose between two levels of privacy:
   • Relaxed Mode: Users can see other subscribers in the subscription filter and use this information to filter fact sheets.
   • Normal Mode: Users cannot see other subscribers in the filter panel.
3. Click Save to apply the change.

This setting does not impact users' ability to view subscribers of a particular fact sheet in the subscriptions tab of the fact sheet.

Subscriptions Management Report

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Note

The subscription management report has been deprecated from the SAP LeanIX Store. If you have previously added it to your workspace, you can still use it. However, it cannot be added to any new workspaces.

The subscription management report provides an overview of all subscriptions, summarizing the total number of subscriptions for each user. This report allows you to manage subscriptions effectively, with options to delete or transfer them as needed.

Admins can find it under the Reports section in the administration area. By clicking the Show Report icon (eye icon), you can make the report visible to all users in the Reports tab of the workspace.

In the report you can sort and filter the list of users by their status and user role, distinguish between active and inactive users, and make necessary transfers of subscriptions as needed.

To get detailed information about a user's subscriptions, click on the number of subscriptions associated with that user. This will display a breakdown of all fact sheets to which the user is subscribed, providing details on subscription type and the specific subscription roles.

Example Subscription Roles

To help you get started with creating various subscription roles, SAP LeanIX offers these examples of possible subscription roles. Use these as a foundation for defining roles that meet your organization's specific needs. These examples are merely suggestions, and your organization may have different titles or roles for similar positions.