Workflow and Task Permission Requirements

This section describes some typical permission configurations for workflows and tasks contained within workflows.

Restricting View Permissions While Exposing Comments

Often an organization requires that outside firms submit documents via ALIM for review, but do not want these outside firms to be able to see the review (for example, Comments Tracking) workflow itself. To accomplish this, the parent workflow and all contained tasks must be given explicit permissions to one or more persons or skills within the internal organization. This permission assignment is done on the template via AssetWise Director.

For example, an external organization, "Acme", was created in AssetWise Director. Also, a corresponding permission role has been configured called "Acme Submitters". User "Sally Acme" was then subsequently added to this permission role. The document template used for creating documents to be submitted by the external organizations could have security configured something like this:

The example above also includes "View" permissions for an additional external organization "Warner Submitters". In this example, other external organizations can view the documents submitted by Acme but may not edit them. The "Warner Submitters" role will be included in the suggested list of permission roles to be added to comments when the workflow is completed. For more information, see "Workflow Approval", in AssetWise CONNECT Edition Help.

Note: All documents within a single Comments Tracking workflow must have the same set of "View" permissions assigned. Other permissions such as "Modify" and "Delete" are permitted to differ between documents.

The "Acme Submitters" role will not be included on the workflow template used for Comments Tracking on the submitted documents from the Acme organization:

In addition to setting explicit permissions on the top level workflow task as shown above, you must also do so on each task in the workflow template. To go to a task on a workflow you can either double click on the task in the tasks topic, or right click on the task in the diagram, and then select Go to Task:

This provides an easy to configure mechanism for hiding workflow and related users from external organizations (as well as other departments) that should not see the details of the review.

When a Comments Tracking user that does not have view permission on the workflow, accesses a document with comments, the workflow column displays No view permission, for example: