Description:

This step adds users and roles to the process instance to facilitate external users' access to the Form Instances. 

Usage:

Example:

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

• Create a new process definition called “addInvolvedUsersDef” and open the definition 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. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the "addInvolvedUsers" step to configure its "Optional" properties. Click the button to configure 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 is displayed for configuration. Select the application role users from the list on the left pane and use the arrow buttons to select and unselect from the right pane. Click the Save button. 

• Click the button to configure the roles involved. A pop-up window is displayed for configuration. Select the active FlowWright users from the list on the left pane and use the arrow buttons to select and unselect from the right pane. Click the Save button. 

• The “Logging” setting configuration is necessary for documentation and also measures the workflow progress and the percent complete. 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. Provide the task name. Select the Form Definition from the drop-down list. Provide the variable or global for Form Variable reference to hold the Form Instance ID. Click the Save button. Note: Click the "AI Predict" button for the Copilot to add new process steps that match your process description. 

• Click the "routeForm" step to configure its "Optional" properties. Provide the task description. Click the button to configure the users to whom the Form is routed. A pop-up window is displayed for configuration. Search and select the user from the list on the left pane. Use the arrow keys to select or unselect the users from the right-pane. Click the Save button. 

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

• On the process instance page, select the Items - Users menu option. The task is seen as assigned to the involved users and application role users as configured in the “addInvolvedUsers” step. Note: The involved users can view the Form Instances, and the access permissions on Form Instance are: Administrator, Process Initiator, Task Owner, and the Involved Users (now extended by a new process step)

Definition Sample:

You may download the sample definition(s) from the link here and later import them (drag-and-drop) to 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 import. Then, save the definition to confirm the changes. 

Click here to download the sample file.