AlmaIQ – Differences Between Employees and IT Departments

AlmaIQ is an operational intelligence assistant that allows users to query DEX (Digital Employee Experience) and ITAM (IT Asset Management) data using natural language.

This means users can ask questions as if they were speaking to an IT specialist, for example:

• “Why is my computer slow?”
• “Does my laptop need an upgrade?”
• “Is this software allowed by the company?”
• “Is my computer secure?”
• “Is my disk full?”

AlmaIQ interprets the question, queries the available technical data on the platform, and returns:

• Diagnosis
• Explanation
• Recommended action

To ensure security and proper data governance, AlmaIQ uses access profiles that define which information each user is allowed to query.

Before using AlmaIQ, it is important to properly define the user profile.

For IT analysts, it is also necessary to configure which departments they are allowed to view.

These profiles determine the scope of questions each user can ask.

Definition:
Each person in the enterprise who is or might be interacting with CIQ.

Access Scope

Users with the Guest profile can ask questions only about their own device.

They do not have access to information about other users or devices in the organization.

Example Questions

• “Why is my computer slow?”
• “Does my laptop need a memory upgrade?”
• “Is my disk full?”
• “Is there any security problem on my computer?”
• “Is this software I installed allowed?”

Purpose

The goal of AlmaIQ for Employees is to:

• Improve the digital employee experience
• Reduce simple support tickets
• Help users understand and solve issues on their own devices

IT professionals have broader access levels so they can diagnose issues, analyze environments, and make operational decisions.
There are two main profiles.

Definition:
A user who can visualize data and manage knowledge within the Alma Knowledge system.

Access Scope

Analysts can ask questions about:

• Any device
• Within the departments they have permission to view

This scope is defined during the system configuration.

Example Questions

• “Which computers in the Finance department have less than 8GB of RAM?”
• “Which devices have disks above 90% usage?”
• “Which machines show high CPU consumption?”
• “Which computers have unauthorized software installed?”
• “Which devices require hardware upgrades?”

Purpose

AlmaIQ for Analysts enables:

• Large-scale problem diagnosis
• Identification of incident patterns
• Technology environment health analysis
• Faster and more efficient technical support

Definition:
An IT professional responsible for CIQ setup, configuration, and maintenance.

Access Scope

Administrators can ask questions about:

• Any device
• Across any department in the organization

There are no departmental visibility restrictions.

Example Questions

• “Which devices are out of warranty?”
• “How many company laptops have less than 8GB of RAM?”
• “Which departments have the most performance incidents?”
• “Which assets contain unauthorized software?”

Purpose

AlmaIQ for Administrators enables:

• Full IT environment governance
• Investment planning
• Risk management
• Compliance control
• Strategic asset analysis

Profile	Who Uses It	Query Scope
Guest (Employee)	Company employees	Only their own device
Analyst (IT)	IT support and operations teams	Devices within departments they are allowed to view
Administrator (Administrative Managers)	IT managers and administrators	All devices across the organization

To ensure security, privacy, and proper data governance, it is essential that:

1. The correct profile is assigned to each user
2. Analysts have their department visibility properly configured
3. Only administrators have full visibility across the environment

This structure ensures AlmaIQ is used in a secure, efficient, and policy-aligned manner within the organization.

AlmaIQ uses data collected by Collective IQ DEX to answer natural language questions about devices, performance, security, and IT assets.

To ensure security, privacy, and governance, access to information depends on the Role assigned to each user in the system. Each role defines which devices can be viewed in Collective IQ DEX and which devices AlmaIQ can answer questions about.

These permissions are configured through user management in Collective IQ DEX.

To configure a user’s access:

• Access Collective IQ DEX.
• In the main menu, navigate to:
• Admin → Users

• Search for user.
• Click Edit.

• Select the appropriate role and department for the user.

The Guest role is typically used for employees within the organization.

Permissions in Collective IQ DEX

Users with the Guest role can view devices only from departments associated with them within Collective IQ DEX.

Permissions in AlmaIQ

In AlmaIQ, Guest users can interact only with devices associated with them as users.

Important:

• Access does not include all devices in the department
• Access is restricted only to the user’s own device

Example Usage

An employee may ask:

• “Why is my computer slow?”
• “Is my disk full?”
• “Does my computer need an upgrade?”

The Analyst role is intended for IT analysts or support teams.

Permissions in Collective IQ DEX

Users with the Analyst role can view metrics and data from devices belonging to departments associated with them.

Permissions in AlmaIQ

In AlmaIQ, analysts can ask questions only about devices that belong to departments they have access to.

This allows analysts to investigate issues within the scope of their departmental responsibility.

Example Questions

• “Which devices in the Finance department have less than 8GB of RAM?”
• “Which computers have disk usage above 90%?”
• “Which machines are showing high CPU usage?”

The Administrator role is used by IT managers or platform administrators.

Permissions in Collective IQ DEX

Administrators can edit all configurations within Collective IQ DEX.

Permissions in AlmaIQ

In AlmaIQ, administrators can ask questions about any devices within the departments associated with them.

This enables a broader view of the IT environment for strategic analysis, governance, and asset management.

Example Questions

• “Which devices are out of warranty?”
• “Which departments have the most performance incidents?”

To ensure proper use of AlmaIQ:

• Assign the correct role to each user
• Configure the departments associated with analysts
• Use the Administrator role only for users responsible for platform management

This structure ensures secure access to information and proper IT data governance within Collective IQ DEX and AlmaIQ.

AlmaIQ transforms DEX and ITAM technical data into understandable answers using natural language.

The difference between Employees and IT Departments lies in the scope of information each profile can access:

• Employees use AlmaIQ to understand and improve the experience on their own device.
• IT Analysts use it to diagnose and solve problems within their departments.
• Administrators use it to manage and analyze the entire IT environment.

This approach democratizes access to technical information while maintaining control, security, and governance over corporate data.