Roles for Digital Portfolio Management

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
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    Summary of Roles for Digital Portfolio Management

    Digital Portfolio Management (DPM), available via the ServiceNow Store, includes two primary roles—DPM admin and DPM manager—that enable users to manage and interact with personal portfolios within the DPM Workspace. These roles are essential for configuring, accessing, and maintaining digital portfolios efficiently.

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    Roles and Permissions

    • DPM admin [sndpm.dpmadmin]: Responsible for configuring the DPM Workspace, this role can create, retrieve, update, and delete all personal portfolios regardless of ownership. The admin can assign the DPM manager role to groups for portfolio editing or viewing access. Additionally, the admin manages DPM system properties, KPI groups, and inherits enterprise portfolio admin privileges if the enterprise portfolio plugin is installed.
    • DPM manager [sndpm.dpmmanager]: Intended for end users, this role can manage personal portfolios they create or edit and view portfolios where they have viewer access. They can create demands, Continual Improvement Management items, update roadmaps, and view KPIs within the DPM Workspace. However, they cannot edit services, offerings, business applications, or access Service Builder functions without additional roles.

    Assigning the DPM Manager Role to Groups

    To enable group members to edit personal portfolios, the DPM admin must assign the DPM manager role to those groups. This is done by navigating to dpmpersonalportfolio.list, opening the relevant portfolio record, editing user groups for editing or viewing access, and updating the record accordingly.

    Key Tables Installed with DPM

    DPM installs several tables critical for portfolio management, including:

    • dpmpersonalportfolio: Stores each personal portfolio record.
    • dpmpersonalportfolioitem: Contains all item types within personal portfolios.
    • dpmunifiedbacklog: Holds backlog data related to portfolios.
    • dpmavailableitemtype and dpmnavigationhistory: Manage item types and navigation history within portfolios.
    • KPI-related tables that integrate with Service Portfolio Management and team performance KPIs.

    Practical Benefits for ServiceNow Customers

    Understanding and correctly assigning DPM roles ensures secure and efficient management of digital portfolios. Admins can centrally control access and configuration settings, while managers can focus on creating and updating portfolios relevant to their teams. Integration with KPIs and enterprise portfolio features further enhances portfolio insights and governance.

    Several types of components are installed with Digital Portfolio Management (DPM) when you activate the application from the ServiceNow® ServiceNow Store. DPM has two roles - admin and user.

    Roles installed with DPM

    There are two roles for DPM.
    • The DPM admin [sn_dpm.dpm_admin] role configures the DPM Workspace for users. The DPM admin role can create, retrieve, update, and delete (CRUD) all personal portfolios created by anyone. The DPM admin role can also assign the DPM manager role to groups so a personal portfolio owner can select groups to view or edit personal portfolios.
    • The DPM manager [sn_dpm.dpm_manager] role is the end user of the DPM Workspace. The DPM manager role can only CRUD personal portfolios that they create.

    See the following table for information about each role.

    Table 1. DPM roles
    Role title [name] Description Contains roles
    DPM admin [sn_dpm.dpm_admin]
    • View all DPM system properties and admin pages.
    • Update all DPM system properties.
      Note:
      The DPM Admin role can't CRUD service portfolios unless they have the appropriate service portfolio admin or manager roles from Service Portfolio Management.
    • Use Key performance indicator (KPI) functions:
      • View KPI group tables for KPI groups and KPI group mappings.
      • Create KPI groups.
      • Update and delete all KPI groups.
      • Map KPI groups.
    • sn_dpm.dpm_manager
    • sn_ep.enterprise_portfolio_admin (can CRUD enterprise portfolios that are created using the enterprise portfolio tables).
      Important:
      The DPM admin only gets this role if you install the enterprise portfolio plugin. After you install the plugin:
      • The DPM admin role inherits the enterprise portfolio admin role.
      • The DPM manager role inherits the enterprise portfolio viewer role.
    DPM Manager [sn_dpm.dpm_manager]
    • Retrieve and update personal portfolios that they’re editors of.
    • Retrieve personal portfolios that they’re viewers of.
    • Read all available data in the DPM Workspace.
    • Create demands.
    • Create Continual Improvement Management (CIM) items.
    • Update roadmaps.
    • View KPIs in the DPM Workspace.
      Note:
      The DPM manager can't view or map KPI groups in the ServiceNow AI Platform but users with the service_editor, service_admin, or service_author roles can map KPI groups to their services.
    • Functions that the DPM manager can't do:
      • Edit services, offerings, business applications, or application services.
      • Edit and update relationships to services, offerings, business applications, or application services.
      • Create or edit a service in Service Builder.
        Note:
        Service Builder buttons are hidden for the DPM manager role unless the user has the correct role that provides edit access to a particular solution.
    • sn_devops.viewer
    • cmdb_read
    • sn_team_perf.team_performance_user
    • service_viewer
    • sn_ep.enterprise_portfolio_viewer

    Assign the DPM manager role to groups

    To edit a personal portfolio, a group must have the DPM manager role.

    To assign the DPM manager role to a group, the admin does the following:
    1. Enter dpm_personal_portfolio.list in the Filter navigator.
    2. Open the personal portfolio record that you want to assign the DPM manager role.
    3. Select Edit user groups, and then search for the user groups to add to the DPM manager role.
    4. Repeat the previous step for View user groups if you want to add the DPM manager role to the groups that view personal portfolios.
    5. Select Update.

    Tables installed with DPM

    Table 2. Tables installed with Digital Portfolio Management
    Table Description
    dpm_available_item_type Stores records for each type in a personal portfolio.
    dpm_navigation_history Stores records for navigating each type in a personal portfolio.
    dpm_personal_portfolio Stores records for each created personal portfolio.
    dpm_personal_portfolio_item Stores records for all types that are in a personal portfolio.
    dpm_unified_backlog Stores records for backlog information in a personal portfolio.
    sn_dpm_kpi_group_m2m_spm_nodes Stores records for key performance indicator (KPI) group nodes from Service Portfolio Management.
    sn_dpm_kpi_group_m2m_viz_config Stores records for KPIs grouped by data visualization.
    sn_team_perf_kpi_group Stores records for KPIs grouped by team performance.