Description:

This step adds users and roles to the Process and Form Instance to enable external users' access to the Instances. 

Usage:

Example:

Let’s build and execute the “addInvolvedUsersDef” example:

• Create a new process definition named “addInvolvedUsersDef” and open it in designer mode. 
• Drag an “addInvolvedUsers, routeForm” step to the canvas.
• Connect the dots between the “Start” and the other steps, as shown above. 
• Click the "addInvolvedUsers" step to configure its "Required" properties. Provide a name for the step. Select the item type (Process Instance or Form Instance) from the drop-down list. Enter the variable reference or the GUID value for the itemid. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• When the Form submission initiates a process workflow, configure the item type as “Form Instance” and set the item ID to the process variable that contains the Form Instance GUID. The step configuration is shown below.  

• Click the "addInvolvedUsers" step to configure its "Optional" properties. Click the button to set the users and roles involved. Click the Save button to confirm the changes. 

• Click the button to configure the roles involved. A pop-up window appears for configuration. Select the application role users from the list in the left pane, and use the arrow buttons to add or remove users in the right pane. Click the Save button. 

• Click the button to configure the roles. A pop-up window appears for configuration. Select the active FlowWright users from the list in the left pane, and use the arrow buttons to add or remove users in the right pane. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and completion percentage. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Click the "routeForm" step to configure its "Required" properties. Provide a name for the step and the task name. Select the Form Definition from the drop-down list. Provide the variable or global for the Form Variable reference to hold the Form Instance ID. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "routeForm" step to configure its "Optional" properties. Enter the task description. Click the button to configure the users to whom the Form is routed. A pop-up window appears for configuration. In the left pane, search for and select the user. Use the arrow keys to select or deselect users in the right pane. Click the Save button. 

• Save the process definition, create a new instance, and execute it. Render the process instance. Click the Items - Task menu option. The task appears assigned to the user configured in the RouteForm step. 

• On the process instance page, select the Items - Users menu option. The task is assigned to the Task Owner (Regular User in this example), as well as to the involved users and application role users, as configured in the “addInvolvedUsers” step. Note: Involved users can view the Form Instance but cannot complete the task. Access to the Form Instance is limited to the Administrator, Process Initiator, Task Owner, and Involved Users (now extended by a new process step).

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page. 

Note: Please verify and complete the process steps for any missing configurations, such as file path references and database connections, after the import. Then, save the definition to confirm the changes. 

Click here to download the sample file.