Clients are an optional function that allows you to restrict the visibility of processes in an archive to certain users. This article explains how to configure and use clients.
What are clients?
Basic principle
Each process in an archive is assigned to exactly one client. The process is then only visible to those users who are also assigned to the same client in the archive.
Designation in other languages
In the English-language interface as well as in the API and STAR code, clients are referred to as "clients".
Activation required
Important note: The client function is deactivated in archives by default. You must therefore first activate it for each archive.
Assign users to clients
Make the assignment in the table
In the "Assignment" table, you set which users are assigned to this client in which archives. Only the users assigned here have access to the respective processes.
To assign users
You must move users to the right-hand table for the assignment. You have two options:
With arrow keys: Select the user and use the arrow keys between the tables
Double-click: Double-click on individual users
Effect for unassigned users
The archive is completely hidden for users who are not assigned to any of the clients.
Select clients when archiving
Automatic client field
If the clients are activated in the archive, there is automatically a "Client" field in the associated archive form(s). You can select the clients in this field.
Restricted selection
A user can only select the clients to which they themselves are assigned.
Automatic pre-filling
The field is automatically pre-filled if the user is assigned to only one client.
Clients for workflow functions
Restriction for "Place in mailbox"
If the clients are activated in an archive, only certain users are offered for selection in the "Add to mailbox" dialogue.
Rule: Only those users are displayed who have access to the clients of all selected processes.
Restriction for "Send process"
The same rule applies to the "Send process" workflow action. Here too, only users who have access to the clients of all selected processes are offered for selection.
Clients for API use
Automatic client assignment
If a user is assigned to exactly one client in an archive, this is set automatically when archiving. This applies as long as no client (client_id) has been transferred in the API.
Use case
This function is useful if you are using an API client that is not prepared for clients.
Proceed as follows:
Assign exactly one client to the service user
This client is then automatically used for all new processes