Permission and Notification Tabs of Template Details Page

Workflow Manager 2018

You can assign permissions and email notification settings on a workflow template, and its individual workflow phases and steps, on the Permission and Notification tabs of the Template Details page. Then, when you create a project using that workflow template, the settings from the template would be copied to the project.

Note • If you want to customize permission and email notification settings on an individual workflow request, you can still do that on the Notifications tab of the Workflow Request page.

Permission Tab

The Permission tab is available whenever a data group, data element, workflow phase, or workflow step is selected in the list.

Permission Tab of Workflow Phase Details View of the Template Details Page

The Permission tab includes the following permission-related options:

Permission Tab Options

Option

Description

Workflow Phase and Step List

Listing of all of the workflow phases, workflow steps, data groups, and data elements defined in the selected template. You select items in this list to assign role permissions.

Role

Lists all of the roles in the consumer and administrator companies.

Permission Columns

When any of the workflow phase or data group nodes are selected, and you open the Permission tab of the Template Details page, checkboxes are listed in the Read and Write columns for each listed role.

Selections you make on a workflow phase/data group are inherited by their child workflow steps/data elements, but these settings can be overridden.

To set a permission for a data element/workflow step that is different from the permission for the associated data group/workflow phase, do the following:

To override an inherited permission:

1. Select the data element or workflow step in the tree control on the left. The check boxes in the Read and Write columns are disabled.
2. Next to the Role that you want to edit, click the lock icon to unlock the check boxes. You are notified that the role permission is inherited from the parent item and asked to confirm that you wish to stop this inheritance.
3. Click OK. The check boxes are now enabled.
4. Make desired selections in the Read and Write columns.
5. Click Update.

Tip • You can use this feature to restrict what sort of work a person has permission to do. For example, to restrict persons with the role of “Quality Control” to work only on quality-control-related workflow steps, assign that role the View and Edit permissions for quality control related steps and no permission for any other steps.

Notification Tab

The Notification tab is available whenever a workflow phase or workflow step is selected in the list.

Notification Tab of Workflow Phase Details View of the Template Details Page

The Notification tab includes the following permission-related options:

Notification Tab Options

Option

Description

Workflow Phase and Step List

Listing of all of the workflow phases, workflow steps, data groups, and data elements defined in the selected template. You select workflow phases or workflow steps in this list to assign email notification settings.

Select Preferred Role

Multiple roles can be assigned email notification permission on the same workflow phase or step. By default, notification emails are sent to users assigned to roles that have email notification permission on a workflow step, even those assigned to roles that do not have edit permission on that workflow step.

• If a role is selected from this list, when a notification email is sent out, the email address of the user assigned to this preferred role for the workflow step is listed in the To field, while all other email recipients are listed in the CC field.
• If no role is selected from this list, when a notification email is sent out, all email recipients are listed in the To field of the email.

Notification Columns

When a workflow phase or step is selected, and you open the Notification tab of the Template Details page, checkboxes are listed in the Initiated, Rolled Back, Edited, and Completed columns for each listed role.

Selections you make on a workflow phase are inherited by their child workflow steps, but these settings can be overridden.

To make a notification settings on a workflow step that is different from the selection made for its parent workflow phase, do the following:

To override an inherited permission:

1. Select the workflow step in the tree control on the left. The check boxes in the notification columns are disabled.
2. Next to the Role that you want to edit, click the lock icon to unlock the check boxes. You are notified that the role setting is inherited from the parent item and asked to confirm that you wish to stop this inheritance.
3. Click OK. The check boxes are now enabled.
4. Make desired selections in the Initiated, Rolled Back, Edited, and Completed columns.
5. Click Update.

Workflow Manager 2018

31 October 2018

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