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Workflow Permissions

The Designer Permissions feature lets you establish the specific permissions granted to users for a given workflow based on department affiliation or user role.

 

NOTE

User roles and departments are created and managed through the Administration module.

Accessing and Assigning Permissions

To access Workflow Permissions:

  1. Click the Business Automation  button  in the TAP Toolbar to access the Business Automation module.
    • The Designer tab is selected by default, and the screen displays the Designer Homepage.
       
  2. Access the workflow for which you wish to assign Workflow Permissions:
  3. The Designer displays the Forms - Properties page.
     
  4. Click the Permissions link.
    • The Workflow Permissions dialog displays.
       

To assign Workflow Permissions:

  • Common permissions are granted based on user role or department affiliation. Administration permissions and Audit log permissions are granted based on user role.
     
  • Use the Roles and Departments menus to select the user role(s) and department(s) that will be granted the associated permission.
    • You can select one or more values from the Roles and Departments menus.
    • Click the appropriate menu and select the desired value. Repeat as necessary to select additional values.
      • To remove a value, click the x icon for the desired value.
         

Common Permissions

The Common page of the dialog lets you configure the following workflow permissions:

  • Allow to start workflow - determines the user types authorized to initiate the workflow through the Workflow Dashboard.
    • To allow the workflow to be initiated by all users, select the make available for everyone check box.

      When the make available for everyone option is enabled, selections made in the Roles and Departments menus are ignored.

    • To limit users that can initiate the workflow based on department or user role, select the desired options from the Roles and Departments menus as appropriate.
  • Show active workflows - determines the user types authorized to view currently active (in process) workflows through the Workflow Dashboard.
    • Select the desired options from the Departments menu as appropriate.
       
  • Show completed workflows - determines the user types authorized to view completed workflows through the Workflow Dashboard.
    • Select the desired options from the Departments menu as appropriate.
       
  • Visible in Dashboard to Requester - When selected, allows a requester to track a workflow in his/her dashboard to completion, even if department settings for the requester would not otherwise allow him/her to see the results of the workflow.
     
  • Visible in Dashboard to Assignees - When selected, allows any user assigned to a workflow instance at any point throughout its lifecycle to track the progress of that workflow in his/her dashboard.

Administration Permissions

Administration permissions determine the features and functions available to a user through the Workflow Dashboard Actions menusAdministration permissions are granted based on user role. The Administration page of the dialog lets you configure the following workflow permissions:

  • Allow to edit or delete workflow template - determines the user types authorized to edit or delete a workflow template.
     
  • Allow to manage workflow - determines the user types authorized to manage a workflow.
     
  • Allow to terminate workflows - determines the user types authorized to terminate a workflow.
     
  • Allow to cancel eSignature documents - determines the user types authorized to edit or cancel an e-signature.
     
  • Allow to view only Record Form - determines the user types authorized to view record forms (in read-only format).
     
  • Allow to view and edit Record Form - determines the user types authorized to view and edit record forms.

Audit Log Permissions

Audit log permissions determine the features and functions available to a user when viewing workflow history through the Workflow DashboardAudit log permissions are granted based on user role. The Audit log page of the dialog lets you configure the following workflow permissions:

  • Show comments - determines the user types authorized to view comments attached to a workflow.
     
  • Show and allow to add comments - determines the user types authorized to view, add, edit and delete comments attached to a workflow.
     
  • Show attachments - determines the user types authorized to view attachments to a workflow.
     
  • Show attachments and allow to upload - determines the user types authorized to view and add to a workflow.
     
  • Edit attachments - determines the user types authorized to edit attachments to a workflow.
     
  • Show summary - determines the user types authorized to view the workflow summary.
     
  • Show e-Signature documents - determines the user types authorized to view e-signature documents attached to a workflow.
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