Portal reports with minimal instances access?

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Hi,
There is possibility in Designer Studio to configure permissions per specific form in specific workflow.
It's a bit confusing because the tab is named 'Associated form types' , not 'User priviliges'.

Remove read permission on the process level, and try setting it on form/workflow level: https://community.webcon.com/posts/post/webcon-bps-designer-studio-privileges/44

Hi,
I wasn't aware of this, thanks for pointing it out.
This helps a little more but it would be great if Webcon allowed it to be even more specific.
Just like in the report, only show instances for a workflow step in the archive.
I guess I can live with that.

Another thing that ocurred to me. Regardless of report or archive, if a report consumer clicks on a entry
he'll always be able to access the full instance form.

In my case this would be undesireable as well. Because some people should only be able to consume the information
presented by the report and not everthing the the instance form shows.

I have not found a way to make the right flyout panel not appear.

Any idea here?

Hi Flo,

Archive:
You could take a look at this post and choose the appropriate option
https://community.webcon.com/forum/thread/1401?messageid=1401

Full instance form:
The only option I see is to define a visibilty restriction, which would hide all fields for anyone except for admins or another group.
https://docs.webcon.com/docs/2023R2/Studio/Process/Attribute/General/Attribute_Permissions#3-visibility-restrictions-on-form


One alternative to all this could be to use a "shadow workflow". You would create/update this "shadow workflow" when the original workflow enters the step. The shadow workflow would onyl have the fields you deem appropriate.
This could get a little tricky in regards to privileges. But you could of course grant privilieges when creating/updating the "shadow workflow".

https://docs.webcon.com/docs/2023R2/Studio/Action/Privileges/Action_ChangeSecurity

It's great to have an online documentation. :)
Best regards,
Daniel

Hi Daniel.
Thanks, using CSS to hide the navigation button is good enough for me and this application.

Regarding the visibility restriction idea. I guess this has to be set for ever field on that form right?
What would the rule look like? See screenshot.

A shadow workflow...interesting idea. A little overkill right now but could be an option in the future
should this kind of user feedback ocurr more oftern for our processes.

What kinds of functionalities from reports are needed for those users?
There is a way to display the data in table, without giving users any permissions on the documents - using data sources, but it won't be 'regular' report.

You could leverage 'access to the data in the context of system account ' on data source - https://docs.webcon.com/docs/2023R2/Studio/ConnectionsAndDataSource/DataSources/DataSource_InternalBPSView.

Using source like that, you create workflow with form containing 1 form field - data table.
Give those users access to that workflow/form. Create single instance, and embed it in some dasbhoard (using embed link -> https://host/WEBCONBPS/embed/form/db/1/element/{wfd_id}/form/view), or just share link.

It's not full-fledged report, but it will allow users to view only specific fields, sort it, and even export to excel if needed. You could mimic filtering with some additional form-fields.
It also requires creating that instance on each environment, import/export won't work here out of the box.

Hi Flo,

yes, the visibility restriction looking good in theory. Even so I have no idea what "HR" is. It should probably be the name of a group.

https://docs.webcon.com/docs/2023R2/Studio/BusinessRules_General/#users
CURRENT USER IS ONE OF - the function checks if the current user is in a specific group of people; if so, TRUE is returned, otherwise FALSE.

If you can put those restricted fields in a group or tab you will save your self some time.

Off topic:
I'm guessing you are playing around with this and the 101 will be replaced by the variable from the "Objects" tab of the expression editor. ;)

Best regards,
Daniel