Migration of privileges

Applies to version 2020.1.3; author: Michał Kastelik

Introduction

WEBCON BPS contains a built-in administration tool that allows you to quickly transfer or copy privileges from one user to another. This function can be used at the moment of changes in the structure of the organization or when delegating responsibilities to a new person in a given process.

Configuration

Every user who has privileges to run WEBCON BPS Designer Studio can open the administration tool. From the Tasks tab select the Administration tool option -> Permissions migration.

Fig. 1. Administration tool in WEBCON BPS

In the configuration window, there is the ability of defining parameters for the source and target users, and buttons starting the operation mode. Below there are also reports on copying/transferringprivileges – basic and advanced.

Fig. 2. Privileges migration

Parameters:

• Source user – a login or name of a user whose privilege you want to change or copy
• Target user – a login or name of a user who will be granted privileges

There are two operation modes:

• Copy – copies the source user’s privileges to the target user. After copying, both users will have the same privileges
• Change - transfers the source user’s privilege to the target user. After transferring, the target user will receive privileges and the source user will lose access. In addition, the following elements are also replaced:

               > Privileges

               > Tasks

               > Form field - read and edit restrictions

               > Form type - default assignments

               > Paths - assignments

               > Business rules - user lists

The “Change also archived tasks” option allows you to assign privileges also to the archive tasks.

Fig. 3. Reports visible after starting the tool

Global privileges

If the source user has global privileges assigned in the system, the target user will also receive these privileges after executing the “Copy” action.

Fig. 4. The “Global privileges” window

Examples

Adding a new employee

If the organization has an assigned user who enters documents in the secretary’s office, you can easily assign another user/employee by copying privileges from user A to user B.

Delegation of responsibilities

If a certain person stops working in a department, you can easily delegate responsibilities to another person using the “Change” option. The source user will lose all privileges defined in the system. After executing the action, you can also save the advanced report to check in which processes the user will work.

Summary

The administration tool should be used by advanced WEBCON BPS users. In the case of changing privileges, if you select Designer Studio administrator as the source user – they will also lose system privileges.

When using WEBCON BPS Cloud Platform, apart from assigning application privileges – you must also assign licenses to the user from the level of administration tools on the portal.