WebPlatform Documentation

Why do we need Process and WorkItem Access Level?

There is a role of traffic manager, users who have this role will be dedicated to monitoring process progress & distributing workload where necessary.

How do we give access?

• In Designer, there is a tab named Access Control
• In this tab you are able to setup Process and WorkItem level Access
  • Just click to add roles

• A grid has been added to the tab which displays
  • Users who can access the WorkItem based on their role
  • The Process Owner, Process Requester and Responsible User for the Process
• Only users with Full Access to a WorkItem can add users to it

How Traffic Manager gives themselves access to a Process

• In the WMS role report we can see that Yara is in the ‘Traffic Manager’ role

• In designer click on Process WorkItem Editor
  • Click on Access Control Tab
  • Click Add Process Role and select the role in the list
    • This example: ‘Traffic Manager’
  • In the Access dropdown select Full
  • Click Add

• This means that Yara can access, complete, refer or reallocate all WorkItems in any instances of this process

• Yara can go to the overview page for the process
• Click on any WorkItem and click the edit button
• Yara can access, complete, refer or reallocate all WorkItems in any instances of the process
  • She can move a WorkItem from one user to another so that this person can complete the WorkItem instead

Giving role access to a WorkItem

• The ‘Add to Payroll [USA]’ WorkItem is assigned to Anna who is going on holiday for two weeks
• Before Anna goes on holiday she will contact the Traffic Manager to request giving Amparo and Karen access to the WorkItem
• The traffic manager would then:
  • Run the WMS role report and find that Amparo and Karen are in the ‘EIMS Payroll’ role

• • In designer :
    • Click on the ‘Add to Payroll [USA]’ WorkItem
    • Click on Process WorkItem Editor and then click on Access Control Tab
    • Click Add WorkItem Role and select: ‘EIMS Payroll’
    • In the Access dropdown select Full
    • Click Add

• This means that Amparo and Karen can access & complete the ‘Add to Payroll [USA]’ WorkItem in any of the instances for this process

Now lets check what Amparo & Karen see…

• They have no ‘Add to Payroll [USA]’ WorkItems in their WorkItem List
• Amparo and Karen can go to the overview page for the process
• Click on the ‘Add to Payroll [USA]’ WorkItem and click the edit icon in the actions column
• Amparo and Karen can access & complete the WorkItem for any instances of the process

Conflict Resolution where a user is in different roles on each side of the access

• In the WMS role report we can see that:
  • Saxon and Noemia are in the ‘LMS QA v2’ role
  • Saxon is in the ‘SAXON’ role

• In designer, click on a WorkItem:
  • • In this example: Set up new user in EIMS Foyer
  • Click on Process WorkItem Editor and then click on Access Control Tab
  • Add these Process and WorkItem roles:
    • In Process Access add the role ‘LMS QA v2’ and assign Full Access to the Role
    • In WorkItem Access add the role ‘SAXON’ and assign Edit Access to the Role

• This means that Noemia can access, complete, refer or reallocate all WorkItems in the process

Saxon can also access, complete, refer or reallocate all WorkItems in the process apart from ‘Set up new user in EIMS Foyer’ WorkItem where he can only edit

Now lets check how the role access works…

• Noemia and Saxon have no ‘Set-up New Employee’ WorkItems in their WorkItem List
• Noemia and Saxon can go to the overview page for the process
• Click on any WorkItem and click the edit button in the actions column
• Noemia can access, complete, refer or reallocate all WorkItems in any instances of the process as she has Full Access at Process level

• Saxon can also access, complete, refer or reallocate all WorkItems in the process except the ‘Set up new user in EIMS Foyer‘ WorkItem where he will only be able to edit the WorkItem.
  • The WorkItem Level access supersedes the process level access when users are on both sides of the access

Things you need to know…

• The roles in the list are setup by Support or by the WebPlatform Administrator
  • Reach out to Product Support copying in Sam Hardy if you require a role to be setup or users changed in a role
• There is a ‘WMS Roles & Users report’ which displays all the active WMS Roles in the system and the users assigned to them

• You can grant Process or WorkItem level access to current live processes so users are able to access live instances of processes immediately
  • Process or WorkItem level access can also be granted to IN PROGRESS processes
  • If you require access to be given to archived processes you will need to reach out to Support
• When giving Process or WorkItem level access, the WorkItem/s is not displayed in the users WorkItem list
• When roles are granted to both the Process and WorkItem level and a user exists in both, the permission of the WorkItem role supersedes the permission of Process role for only that WorkItem