BPM Authorization: Difference between revisions
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{{bluebanner|[[Main Page|Home]] > [[ | This document can now be found at its new location in the [https://docs.hornbill.com/servicemanager-config/customize/workflows/authorization Hornbill Document Library]. | ||
[[file:hornbill-document-library.png|Workflow Authorizations|link=https://docs.hornbill.com/servicemanager-config/customize/workflows/authorization]] | |||
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{{bluebanner|[[Main Page|Home]] > [[Configuration]] > [[Business Process Designer]] > BPM Authorization|[[:Category:Administration|Index]]}} | |||
{{IntroAndLinks|This BPM automation allows you to add authorizations to a workflow. One or more Hornbill Users can be added to a single authorization and the workflow is suspended until an outcome for the authorization has been provided.| | {{IntroAndLinks|This BPM automation allows you to add authorizations to a workflow. One or more Hornbill Users can be added to a single authorization and the workflow is suspended until an outcome for the authorization has been provided.| | ||
:* [[Business Process Designer]] | :* [[Business Process Designer]] | ||
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:* [[Email Templates]]}} | :* [[Email Templates]]}} | ||
== Authorization Owner == | == Authorization Owner == | ||
The owner of an authorisation is someone | The owner of an authorisation is someone that may not be participating in the authorization, but require visibility and control of the authorization. An example of this may be the manager of the person that is providing the authorization or someone who is overseeing the authorization and requires the ability to authorize on behalf of the authorizers. | ||
{{bullet1|User|Use this option to select from available users that have access to authorizations. ''Basic Users'' are not available to be selected.}} | {{bullet1|User|Use this option to select from available users that have access to authorizations. ''Basic Users'' are not available to be selected.}} | ||
{{bullet1|Variable|Using variables can be a great way to allocate authorizers where the participants are not static. It is still important to remember that only Users with a Collaboration Subscription can participate and you need to assure that users that don't have a subscription are not accidentally allocated as an authorizer. The provided variable must contain the | {{bullet1|Variable|Using variables can be a great way to allocate authorizers where the participants are not static. It is still important to remember that only Users with a Collaboration Subscription can participate and you need to assure that users that don't have a subscription are not accidentally allocated as an authorizer. The provided variable must contain the User's ID}} | ||
== Authorizers == | == Authorizers == | ||
In order for someone to participate in an authorization, they must be set up as a User and have a Collaboration subscription. | In order for someone to participate in an authorization, they must be set up as a User and have a Collaboration subscription. | ||
{{bullet1|User|Use this option to select from available users that have access to authorizations. ''Basic Users'' are not available to be selected.}} | {{bullet1|User|Use this option to select from available users that have access to authorizations. ''Basic Users'' are not available to be selected.}} | ||
{{bullet1|Variable|Using variables can be a great way to allocate authorizers where the participants are not static. It is still important to remember that only Users with a Collaboration Subscription can participate and you need to assure that users that don't have a subscription are not accidentally allocated as an authorizer. The provided variable must contain the | {{bullet1|Variable|Using variables can be a great way to allocate authorizers where the participants are not static. It is still important to remember that only Users with a Collaboration Subscription can participate and you need to assure that users that don't have a subscription are not accidentally allocated as an authorizer. The provided variable must contain the User ID.}} | ||
{{bullet1|Weighting Level|This is a powerful option to allow you to allocate the level that each individual contributes to the overall authorization. For each authorizer, a default 100% weight level is given. Independent of the number of authorizers, someone with a 100% weight level is able to complete the authorization on their own. If you have two authorizers, and both are set to a 50% weight level, then both authorizers must provide a response. When including multiple authorizers, you must assure that any combination of weighting levels must total up to 100% in order for the authorization to proceed.}} | {{bullet1|Weighting Level|This is a powerful option to allow you to allocate the level that each individual contributes to the overall authorization. For each authorizer, a default 100% weight level is given. Independent of the number of authorizers, someone with a 100% weight level is able to complete the authorization on their own. If you have two authorizers, and both are set to a 50% weight level, then both authorizers must provide a response. When including multiple authorizers, you must assure that any combination of weighting levels must total up to 100% in order for the authorization to proceed.}} | ||
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{{bullet1|Tentative|A tentative outcome provides a 3rd optional outcome which may be used for scenarios such as an authorizer wanting additional criteria to be completed before continuing. It only takes one authorizer to select a tentative outcome. Weighting levels do not apply. When there are multiple authorizers participating in the authorization, independent of their weighting level, a single tentative outcome will apply to the entire authorization. The authorizations sent to the other authorizers will be cancelled.}} | {{bullet1|Tentative|A tentative outcome provides a 3rd optional outcome which may be used for scenarios such as an authorizer wanting additional criteria to be completed before continuing. It only takes one authorizer to select a tentative outcome. Weighting levels do not apply. When there are multiple authorizers participating in the authorization, independent of their weighting level, a single tentative outcome will apply to the entire authorization. The authorizations sent to the other authorizers will be cancelled.}} | ||
{{infobox|Within your BPM workflow an Authorization can be followed by a ''Decision Node'' where you can branch on the outcome of your authorization. This allows you to take different actions or paths based on the outcome.}} | {{infobox|Within your BPM workflow an Authorization can be followed by a ''Decision Node'' where you can branch on the outcome of your authorization. This allows you to take different actions or paths based on the outcome. Please note that the ''Decision Node'' must '''immediately''' follow to the Authorization node in order to have access to the outcomes.}} | ||
== Life Span Settings == | == Life Span Settings == | ||
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{{bullet1|Start|This option places the authorization into the user's task calendar with the provided start time. The start time is defined by the number of Days, Hours, or Minutes from the time the authorization was created.}} | {{bullet1|Start|This option places the authorization into the user's task calendar with the provided start time. The start time is defined by the number of Days, Hours, or Minutes from the time the authorization was created.}} | ||
{{bullet1|Due After|This option works with the Start option where it adds a start/due range on the authorization within the Task Calendar. The Due After is defined by the number of Days, Hours, or Minutes from the Start. When set, an additional option to send a reminder is made available. Reminders can be sent to the owner and assignee(s), just the owner, or just the assignee(s)}} | {{bullet1|Due After|This option works with the Start option where it adds a start/due range on the authorization within the Task Calendar. The Due After is defined by the number of Days, Hours, or Minutes from the Start. When set, an additional option to send a reminder is made available. Reminders can be sent to the owner and assignee(s), just the owner, or just the assignee(s)}} | ||
{{bullet1|Expires After|This option allows you to limit how long the Authorization is available for. Once this time has | {{bullet1|Expires After|This option allows you to limit how long the Authorization is available for. Once this time has passed, the authorization(s) will be cancelled. An outcome will be set to ''Expired''}} | ||
== Authorization Details == | == Authorization Details == | ||
The Authorization Details are the content of the authorization task that is being sent to the different authorizers. This will allow you to present information about the authorization to the assignee so that it is clear what they are authorizing. Outcomes from previous BMP nodes can provide information in the form of variables that can be used populate the details. | The Authorization Details are the content of the authorization task that is being sent to the different authorizers. This will allow you to present information about the authorization to the assignee so that it is clear what they are authorizing. Outcomes from previous BMP nodes can provide information in the form of variables that can be used to populate the details. | ||
== Set Stage Checkpoints == | == Set Stage Checkpoints == | ||
You are able to select stage checkpoints that are met when this node is reached. Checkpoints must first be defined under the ''Manage Current Stage'' button located in the BPM designer | You are able to select stage checkpoints that are met when this node is reached. Checkpoints must first be defined under the ''Manage Current Stage'' button located in the BPM designer toolbar. | ||
== Service Manager Authorisations | ==Service Manager Authorisations== | ||
===Viewing Linked Requests=== | ===Viewing Linked Requests=== | ||
A Hornbill user that does not have a subscription to Service Manager has the opportunity to view the Change or Service Request that requires their authorization in a ''View Only'' mode. The Authorization task provides a link to the request which will open the request via the Employee Portal. | A Hornbill user that does not have a subscription to Service Manager has the opportunity to view the Change or Service Request that requires their authorization in a ''View Only'' mode. The Authorization task provides a link to the request which will open the request via the Employee Portal. | ||
[[Category: | [[Category:HDOC]] | ||
Latest revision as of 20:59, 28 May 2024
This document can now be found at its new location in the Hornbill Document Library.
