Participants

Process participant list screen

Participant list

Columns	Remarks
Order	Use the arrows to change the display order of the participant
Name	Participant name A link displays the participant form in edit mode. Click New participant to associate a global participant or to create a new process specific participant.
Description	Participant description
Role	Role of the participant in the process
Users	Number of users associated to the participant

Participant form

Sections / Fields	Remarks
General
Scope	Scope information: Process or Global
Name [1]	Unique identifier for the participant (including global ones); must respect nomenclature and be limited to 30 characters (required field)
Description	Participant description limited to 255 characters (required field)
Role [2]	Role of the participant in the process: Requester Actor Process supervisor [5]
Participant type [1]	Participant type, define possible associations to the directory (required field): Person A list of persons A list of persons with coordinator(s)
Associations
Users	List of users associated with a participant; a link allows associated users to be added or deleted.
Groups [3]	List of groups associated with a participant; a link allows associated groups to be added or deleted.
Directories [3]	List of directories associated with a participant; a link allows associated directories to be added or deleted.
Coordinators [4]	List of coordinators associated with a participant; a link allows associated coordinators to be added or deleted.
Authorizations
Graphical follow-up	Allow the associated users of the participant to view the graphical follow-up of the requests and the graphical help of the process from the user module.
Permission for requests [6]	Allow the associated users of the participant to access all requests, actions and data of the process in read-only user mode.
Permission for supervisors	Reassign current actions Cancel current requests View statistics
Permission for comments	None: The comments list will be hidden to the participant’s associated users Read: The participant’s associated users can only view the comments list Read + Write: The participant’s associated users can view and post new comments
Supervisor limited scope query	The supervisor limited scope feature allows for dynamic filtering of requests and actions for process supervisor participants only. A test link is available to validate the syntax of the supervisor limited scope query.

1. In read-only mode if the participant is of the global type.

2. Only one requester is allowed per process.

3. Accessible only to List of persons and List of persons with coordinator type participants.

4. Accessible only to List of persons with coordinator type participants.

5. Supervisor’s participant does not have to be associated to an action.

6. This request access permission is specific per process version.

Association with the directory

Fields	Remarks
Name *	Filters by person’s name
Available	Lists possible associations to the directory
Selected	Lists current associations to the directory

* Visible only if associated with a user or a coordinator and when the number of users in the base is greater than the limit set by the software administrator.

• A person type participant can only be associated with a single user.

• A list of persons type participant is associated to one or several users or groups or directories.

• A list of persons with coordinators type participant is associated with one or several coordinators and to one or several users, groups or directories.

Deleting a participant

A participant cannot be deleted if the participant is being used in a process action.

Adding a global participant

A global participant can only be associated once to a process.

Process requester

There can only be one participant in the Requester role in a process.

Process supervisor

There can be multiple participants with the Supervisor role in a process, each with different security settings and different follow-up access specified via the limited scope query.

Changing the participant type

The following conditions apply when changing the participant type:

• A person to A list of persons or A list of persons with coordinators: The participant must not be used in a process action.

• A list of persons to A person: A single user must be associated to the participant, and the participant must not be used in a process action.

• A list of persons to A list of persons with coordinators: Add at least one coordinator.

• A list of persons with coordinators to A list of persons: The participant must not be used in a process action where the assignment is made by the coordinator.

Supervisor limited scope

The supervisor limited scope feature allows dynamic filtering of requests and action follow-up access for process supervisors. When a user is associated with a process supervisor participant with limited scope access enabled, the User Portal homepage follow-up results, Portlet RSS feeds, follow-up search results, and statistics reports will be shown only with accessible requests and actions. The supervisor limited scope is defined using criteria conditions in which the syntax is similar to SQL query criteria conditions and allows the usage of a user’s profile and requests data information as filter criteria in the query definition.

Definitions

A limited scope query can be defined for process participant with the process supervisor role only. You need to add a new process or edit a process supervisor participant and define the query in order to enable the limited scope feature. The query length is limited to a maximum of 255 characters.

If a query is empty, then the process supervisor has follow-up access to all requests and actions of the specific process.

Query help

To access online supervisor limited scope query definition help, click next to Supervisor limited scope query.

Query syntax validation

Click the Test button to validate the syntax of a supervisor limited scope query. Saving an invalid syntax query is not allowed.

Available fields and macros for queries

The fields and macros available for supervisor limited scope queries are listed below. The fields refer to the user’s profile information. You can also use request data as a comparison value in criteria conditions for a query to filter the results.

Available fields	Definition
LASTNAME	Last name
FIRSTNAME	First name
USERNAME	Username
EMAIL	Email
PHONE	Telephone
MOBILE	Mobile
PAGER	Pager
FAX	Fax
OFFICE	Office
DEPARTMENT	Department
COMPANY	Company
JOBTITLE	Job title
PERSONALTITLE	Title
EMPLOYEENUMBER	Employee number
EMPLOYEETYPE	Employee type
POSTALADDRESS	Postal address
POSTALCODE	Zip/postal code
CITY	City
STATE	State/Area
COUNTRY	Country
EXTATT_1	Extended attribute 1
EXTATT_2	Extended attribute 2
EXTATT_3	Extended attribute 3
EXTATT_4	Extended attribute 4
EXTATT_5	Extended attribute 5

Available macros	Definition
{ISMEMBER(groupname)} *	Member of the group groupname
{ISMANAGER(username)} *	Manager of the user username
{ISSTAFFMEMBER(username)} *	Staff member of the user username

* Macros only support hard-coded static text as a parameter. Indicating a process data name is not supported. For example:

• Valid: {ISMEMBER(my_group_name)}

• Not valid: {ISMEMBER(@GROUP_NAME)}

Query examples

This example matches requests/actions for users is in the province of Quebec:

STATE = 'QC'

This example matches requests/actions for users who have an email ending with advantys.com:

EMAIL LIKE '%ADVANTYS.COM'

This example matches users in my group:

{ISMEMBER(MYGROUPNAME)}

This example matches requests/actions for users whose department is equal to the value of the DEPT_DATA request data:

DEPARTMENT = @DEPT_DATA

Comparing a text to a request data

To compare a text to a request data, you must inverse the comparison order, with the text first, followed by the operator and the data.

This example matches requests/actions for users whose city is equal to the value of the MY_CITY request data and the value of the MY_COUNTRY request data is CANADA:

CITY = @MY_CITY AND 'CANADA' = @MY_COUNTRY

Comparison operators

You can use standard SQL comparison operators such as =, !=, <>, IS NULL, NOT IS NULL, LIKE, NOT LIKE, etc.

For better compatibility, it is recommended to use standard operators that are supported on the database hosting WorkflowGen.

📌 Example

This example matches requests/actions for users who are not located in Montreal:

CITY <> 'MONTREAL'

Logical operators and parentheses

You can use standard SQL logical operators such as AND and OR to combine multiple criteria conditions to a maximum of 255 characters length in the query. When there are many criteria conditions, it is strongly recommended to use parentheses to logically enclose them.

📌 Example

This example matches requests/actions for users who are located in either Toronto or CITY_DATA of CANADA:

COUNTRY = 'CANADA' AND (CITY = 'TORONTO' OR CITY = @CITY_DATA)

Text values

Text values in criteria conditions must be enclosed between single quotes. Double quotes (") aren't supported for enclosure but are valid as a value. Wildcard characters such as % (percent sign) and _ (underscore) can be used with the LIKE operator.

📌 Example

This example matches requests/actions for users whose last name starts with AN:

LASTNAME LIKE 'AN%'

Request data

You can use request data in criteria conditions to filter requests dynamically, since the request data value can be different from one request to another. To do this, call these request data in the criteria condition by prefixing them with the @ character.

📌 Example

This example matches requests/actions for users whose company is equal to the value of request data DATA1:

COMPANY = @DATA1

(DATA1 is an arbitrary convention; any request data name may be used.)

Ensure that the requested data name used in the criteria condition has the exact name as the one defined in the WorkflowGen process data list.

Macros

You can also use macros in criteria conditions contained in the query. You just have to add an available macro in the criteria condition.

📌 Example

This example matches requests/actions for a user who is member of the Dev group, member of the WORKFLOWGEN directory and comes from Montreal:

CITY = 'MONTREAL' and {ISMEMBER(Dev)}

It's very important to respect the syntax in the Available macros list.

Performance impacts

In some cases, the WorkflowGen User Portal is reduced in performance or has a slower response time when the limited scope is applied for a process supervisor with filtering queries that use LIKE operators and wildcard characters (%,_) in criteria conditions. This is possibly due to large amount of information that needs to be filtered by the limited scope engine for user accessible requests and actions.

We suggest testing the supervisor-limited scope query in a development environment before releasing for production.