What’s a request catalog?

Everyone in your organization needs access to the software your whole team uses to stay in touch and get work done. But an employee in the Accounting department probably doesn’t need access to the specialized tools the Product Design team uses, or vice versa. For both simplicity and security, limit the list of resources each employee at your company can request by creating request catalogs.

Request catalogs are groups of resources and entitlements. You determine the contents of each catalog and who the catalog is visible to. You’ll likely want to create two types of catalogs:

• A catalog with the tools and access used by everyone in your company, which is visible to everyone

• Catalogs scoped to certain departments, job types, or access levels, which are only visible to the folks in those groups

When requesting access in ConductorOne or through Slack, each employee can see and request the contents of all the catalogs they have access to, but nothing more.

What’s a bundle?

You have the option to allow employees to ask for all the resources and entitlements in a request catalog. This is especially useful for onboarding or times when employees will need access to several interrelated entitlements.

Available bundles are shown on the Bundles tab of the Request access form and the Browse access page.

Create a new request catalog

1. In the navigation panel, open Apps and click Catalogs.

2. Click New catalog.

3. Give the new catalog a name and enter a description. You can edit these later, if needed.

Carefully name catalogs that will be available as bundles. If the catalog is requestable as a bundle, employees will use the catalog name to locate and request the correct bundle.

4. Click Continue. The new catalog’s details page opens.

5. Add entries to the catalog. Click Add entries to select the entitlements you want to include in your new catalog. Use the search and filter tools to zero in on the entitlements you need.

   Tips for adding entitlements to catalogs:

   1. Make sure you’re adding the right access entitlements. If you have applications that are sourced through your identity provider (IdP), be sure to add the access entitlement for the app itself, and not the access entitlement for the app via IdP, which only grants the ability to SSO into the app.

   Here’s an example. When DocuSign is sourced through Okta, you’ll see two DocuSign access credentials. To add Docusign access to your catalog, choose the DocuSign credential entitlement, not the Okta app entitlement.

   

   2. Make sure every entitlement you add has a request policy set. Make sure that each entitlement you add to a request catalog has a request policy set on either the application or the entitlement. If no request policy is set, the catalog will bpublish without issue, but users attempting to request the entitlement will see an error message. This is a known issue and will be corrected.

6. When you’ve selected the entitlements you want to add to the catalog (don’t worry, you can always adjust this list later), click Save.

7. Set who can view and request items from this catalog. In the Request catalog area of the screen, click Edit.

8. Under Rerequestable by, set whether this catalog can be viewed and requested by all employees, or just members of specific groups. If you choose specific groups, use the dropdown to find and add the group or groups who can view and request this catalog’s contents.

9. Set whether all of the entitlements in this catalog can be requested together as a bundle.

   This lets employees request the full catalog with a single request. ConductorOne will automatically create individual request tickets for each entitlement in the catalog.

10. Click Save.

What’s next? You can fine-tune your new catalog, or go on to the next step and publish it.

Publish a request catalog

Publishing a request catalog makes the catalog’s contents (and the full catalog as a bundle, if enabled) available to the selected requesters. Leave a catalog in the Not published state until you’re ready to launch it.

1. In the navigation panel, open Apps and click Catalogs.

2. Choose your catalog from the list of all catalogs created by your company. The newest catalogs are added to the bottom of the list.

3. On the catalog’s details page, click Publish.

That’s it! The catalog now shows a Published label on the details page and in the list of catalogs, and its contents are visible to the employees you chose.

Need to temporarily or permanently unpublish a catalog? Click Unpublish on the catalog’s details screen to return the catalog to draft mode.

Add an entitlement to an existing request catalog

There are two ways to add an entitlement to a catalog.

You can add an entitlement to an existing catalog by navigating to the catalog’s details page and clicking Edit catalog entries. (See Step 5 of Create a new request catalog for step-by-step instructions.) This method is ideal for times when you want to add multiple entitlements to a single catalog.

Or you can add an entitlement to an existing catalog from the entitlement’s details page. This method is ideal for times when you want to add a single entitlement to multiple request catalogs. Here’s how to proceed:

1. In the navigation panel, open Apps and click Applications.

2. Navigate to the entitlement you want to add to a catalog:

   • Click the application’s name
   • Click the Entitlements tab
   • Locate the entitlement you want and click its name

3. In the Access requests section of the entitlement’s details page, click Edit.

4. Use the Request catalogs dropdown to select one or more catalogs you want to add the entitlement to.

5. Click Save.

The entitlement is now included in the request catalog (and the bundle, if enabled). Users who have access to the request catalog will see the entitlement as an option when they request access.

Frequently asked questions about catalogs

Where can I see which request catalogs an entitlement is in?

All the catalogs an entitlement is part of are shown on the entitlement’s details page, in the Access requests section.

Click a request catalog’s name to go to the catalog details page and see all of the entitlements included in that catalog.