You can define the roles in SV Documents Workflow in great detail. This article explains how to configure role rights.
General role administration
Manage users of a role
In the general section, you can see which users are assigned to this role. You can delete users from this role if required.
Assigning administrator rights
As an administrator, you always have higher-level rights. Please note the following important points:
You need the higher-level right "Administrator" to log in to the administration interface
You need this right to configure users, roles, archives, etc.
However, this setting no longer allows automatic full access to all archives
There may be administrator roles that do not have access to processes in archives
Administrators can always grant themselves access
Important protection: If you only have one administrator role as a user, you can no longer remove yourself from this role in the role configuration. The system prevents this with an error message so that you do not exclude yourself from the administration interface.
Assign archive-related rights
Select here which archives this role is generally authorised to view.
Important note: When you create a new archive, it is initially invisible to all roles. This also applies to the administrator role. The archive is therefore not displayed in the Viewer.
Configuring archive details
To configure the details for an archive, proceed as follows:
Select the archive in the table
The details for this archive are displayed in the areas below
Direct archive-related rights
You can assign the following direct rights:
Archive processes: Determines whether users are allowed to create new processes in the archive. You can only select this option if the archive is also visible.
Export processes: Determines whether users are allowed to export processes from an archive.
Configure status-related rights
Set status visibility
As soon as you have selected an archive in the archive table, you can set which statuses a user is authorised to see in the "Status" area.
Proceed as follows:
Select the statuses that a process must have in the selected archive in order to be visible for this role
All other processes are not displayed
This selection also determines which statuses are displayed in the "Commands" and "Data fields" tables. A column is assigned to each status. Only those that are visible are displayed.
Define transitions of a status
Select which transitions can be executed by this role in the selected archive.
Option "Only in mailbox": Setting this option restricts the right to processes that are in the user's mailbox at that time.
Configure commands in an archive
Release commands
Select here which commands can be executed by this role in the selected archive.
Important to know:
Each status released for the role is released individually
The command can only be executed if the process is currently in a status for which the command has been released
Example: You can enable a role to delete a process as long as it is in the "New" status, but not later in the "Archived" status.
Available commands
The following commands are currently possible:
Delete tasks
The user can delete the entire task (provided an expiry date has been set and reached).
Hide processes
The process can be hidden. Only administrators are authorised to make it visible.
Send processes as an e-mail
You can control this option using the role command "Send tasks as e-mail".
Place tasks in mailbox
The user may add the task to the mailbox of other users.
Share processes
In addition to the option of sharing individual documents, you can also create such a link for an entire process including its metadata.
Details:
Operation is identical to the individual documents
You can also specify a validity period here
You call up the function via the workflow menu in the toolbar or the context menu of the process
Add remarks
Users can add comments to a process.
Edit client
This right determines whether a user may also subsequently change the client of a process. For existing roles, this right is permitted for all statuses in order to retain the current behaviour.
Edit deadlines
If a user has this right, the retention period and the deletion date can also be edited retrospectively.
Technical note: Both fields can also be queried and changed in form events via the two variables $expiration_date and $deletion_date.
Multiedit
Users can edit many processes at the same time (e.g. to set a data field to the same value).
Important: If you select several processes that have a different status, multiedit must be permitted for all selected processes. Otherwise this option will not be offered in the menu.
Delete documents
The documents attached to the process can be deleted.
Prerequisite: This function requires that "Add documents" is also permitted.
Edit documents
The documents attached to the process can be checked out for editing in the SmartClient.
Add documents
The documents attached to the process can be reorganised and new documents can be attached.
Share documents
You can create links for individual documents via the interface, which can be used to call up the respective document without user login.
To activate this function:
Activate the "Share documents" command in the role
A new icon appears in the list view of the documents
The icon opens a dialogue to create a link
Important notes on shared links:
The links are internally linked to the creating user
The documents can only be accessed via the created link as long as the user still has access to the document
In the event of a status change, a created link can become invalid if the user no longer has access to the document process in the new status
The document can also be accessed via this link by people who otherwise have no access to the system
You can also create such a link for an entire process including its metadata
You can specify a validity period
You call up the function via the workflow menu in the toolbar or the context menu of the process
Scheduling
This authorisation is required to be able to make changes on the Appointments tab.
Show access history
Here you can control whether a user can see the access log for processes and documents in the history.
Force status change
A dialogue is displayed when you select the "Force status change" function in the process menu.
The dialogue provides the following information:
No workflow action routines are executed when this function is used
You must enter a reason for the forced status change
The reason is then noted in the history
Role rights for data fields
Configure data field visibility
Select here which data fields are visible for this role in the selected archive.
Important to know:
Each status released for the role is released individually
The data field is only visible if the process is currently in a status for which the data field has been released
Understanding data field authorisations
Use the "Data fields" area to set which data fields a user may see or edit in which status:
Invisible: The data field is not displayed
Read only: The user can see the data field but cannot edit it
Full access: The user can see and edit the data field
Display logic:
If a data field is invisible in every status, it is completely hidden from the user in the interface
If it is visible in at least one status, it is always displayed in the data grid and process dialogue
However, an empty value is displayed for each status in which it is configured as "invisible"
Quick switching of options
You can also use the tables to quickly switch options for entire rows, columns or the entire table:
For the entire column: Click on the top column header
For the entire row: Click on the left-hand row title
For the entire table: Click on the top leftmost cell
Role rights for data tables
You can now also assign rights to individual data tables in the roles.
Available authorisation levels
You can set three options for each data table:
Invisible: The data table is not displayed
Read only: The user can see the data table but not edit it
Full access: The user can view and edit the data table
Special authorisations
Administrator rights: Roles with administrator rights still have full access to all data tables.
Use of authorisations:
The "Read only" permission is required for the lookup dialogue
The "Full access" permission is required by service users who automatically populate data tables using the new data table import tool