Entities

---

What is an entity?

Definition: organisational object used to partition the view and scope of action of users.

Entities are used to :

• Partition the view of users who connect to GLPI.

• Show each user only the things they need to see.

• Manage administration delegations.

Examples of breakdowns

By budget entity: the equipment purchased in each entity is well separated. Most of the time for each IT department, a separate entity.

Important: GLPI can be used with a single entity.

Example of hierarchy

Important to know

GLPI does not limit the creation of entities. The more you increase the number of entities :

• The more complex the system becomes (rules, failover, etc).

• The longer it takes to execute requests.

Administrators often want entities to meet a need, whereas other concepts requiring less complexity are there to meet it:

• Group: to assign equipment/tickets to a department or a team of people.

• Location: to determine the geographical position of the equipment/person.

---

Where can i manage entities?

• is done from the menu Administration > Entities ;

• the root entity cannot be deleted, only renamed.

---

How to navigate in the Entities?

Click on the Root Entity (Tree) link:

Alt text

A menu appears, allowing you to restrict GLPI's view :

• either on an entity by clicking on its name.

• or a tree structure under this entity by clicking on the double green arrow to the right of the entity name.

Alt text

---

Why can i add new sub-entity?

As soon as there is at least one entity, GLPI adds a "Sub-entity" field to certain objects.

By using this field, you can choose whether the object has a scope:

• Local: it will only be visible in the entity in which it is located.

• Global: as Local with visibility in its sub-entities.

Example

Suppliers

• An administrator of an entity creates its suppliers (local).

• A GLPI administrator creates suppliers common to all entities (global).

Contracts and contacts

• A contract is common to all entities (global).

• An administrator of an entity creates its own contacts for this contract (local).

---

Why aren't the entities I've created visible even though my super-admin profile is in recursive mode?

When creating an entity, remember to disconnect/reconnect in order to be able to see them in the list.

For on-premise instances

• If, despite disconnection, they are still not visible, go to the GLPI folder on your server and enter the command php bin/console cache:clear.

• Finally, you can also clear the MYSQL cache with the commands :

mysql -u root -p reset query cache;

---

How do I customise the information for an entity?

From Administration > Entities, go to the address tab to modify the information specific to your entity.

---

Can I customise an entity's interface?

It is possible, this step requires knowledge of CSS. From Administration > Entities, you can activate CSS customisation. Insert the CSS code you need to customise your interface.

---

How do I change an entity's email addresses?

If you want your entity to use a particular send and/or reply address, you can change it so that it does not use the default address. From Administration > Entities, go to Notifications and change the desired information to the values of your choice.

---

I have a default ticket template but I want to use another one for a particular entity, how do I go about this?

From Administration > Entities, go to the Assistance tab. You can change the ticket, change and problem templates to the ones that suit you best. You can always go back by clicking on default.

---

How can I see all the rules assigned to an entity?

From Administration > Entities, go to the Rules tab. You will be able to see all the rules that apply to the entity.

---

What does “Attribute in LDAP directory representing the entity” mean?

The "LDAP directory information attribute representing the entity" is used in the "Entity based on LDAP information" action within authorization rules. This rule relies on the result of a regular expression (regex) in the criteria to determine entity assignment. Example: If the "(LDAP) Organization" attribute matches the regex \bTechnician\b (ensuring the exact word "Technician" is present), the "Entity based on LDAP information" action will assign the entity defined by ID "#0". Using this rule, GLPI will automatically assign users to the entity where the "Entity based on LDAP information" field contains the value "Technician."

---

What does "LDAP directory of an entity" and "LDAP filter associated with the entity (if necessary)" mean ?

The "LDAP directory of an entity" and "LDAP filter associated with the entity (if necessary)" are used in the interface to search for users from an LDAP directory based on the specified entity.

Example: If a default LDAP directory is defined in GLPI but you wish to adjust the filter based on the entity when performing a manual import, this field will be used to refine the search (otherwise, the default filter from the LDAP configuration will be applied).

---

How to prevent users from manually selecting the authorization server when multiple Active Directory directories are configured?

In GLPI, you can uncheck this option to streamline the login process:

• If the user has previously logged in, GLPI will attempt the LDAP connection on the last known server.

• If the user is not found or has never logged in, GLPI will try all configured LDAP servers.

It is essential to ensure unique logins for your users. If both LDAP1 and LDAP2 have a user with the login “FooBar,” GLPI will authenticate the user based on the first directory that responds.

To guarantee uniqueness, you should adapt the GLPI configuration by setting the user's email address as the login field. This approach will help avoid conflicts across directories, like this : The user's GLPI login, here must be the email address :