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This process is useful for cases where the standard “Share” action that can be used to share objects with other users is not sufficient. This “Share” action does not only share objects with selected users, it also notifies them about the shared document and requires a confirmation for the process to be completed. The process can be also used as a template for further customization of sharing use cases, if they are to be used in projects.

Process

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Start

To initiate this process, you must have Edit rights for the object type you want to share. Select the “Share” action, add the users or user groups you want to share this document with and write a comment:

To start the process, click OK. The custom sharing logic is contained within the BeforeStartEvent which gives the users or user groups specified Read rights for the shared document.

With version 3, the startform start form assures that the process can only be started of if the given Object given object type is shareable. If not, the OK button is inactive and the an error message at fieldbelow the check box Object type is shareable signals that condition will be displayed.

Inbox

Each member of the group receives the task 'Confirm sharing' in his inbox. 

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Each recipient must accept the task, read the document and confirm the task when finished. When As soon as each user has confirmed, the process ends.

Language

This process model ist is available in English and German.

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Download the zip file below. Extract the Sharing directory into the location of your enaio projects, which usually is ..\user\documents.

Open the project in the designer and copy the Sharing process model into your project. Then validate the process and if nothing is reported, deploy it.

The model looks like this:

Version 1: The process model consists of one parallel container with an activity notice. This activity notice has to be confirmed by the recipients you specify at the beginning of the process.

Version 2: The initiator gets a notice as well when each addressed person has confirmed their task. And a deadline of two days in the future is set for the sharing confirmation task.

Version 3: The startform start form usually prevents the start, if the object type is not shareable. Otherwise the main acticity activity BeforeStartEvent script reacts on the condition and leads to a notification which the initiator gets into his inbox afterwards.

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// set object title indirectly as process subject

$.variable('objecttitle').value = $.file.get()[0].title;

// Share the object with the organisational unit set in user usergroupgroup
// Take into account that this code will echangechange the current sharing values of the object type.
// TodoTo do: add this value to existing ones

var processFile = $.file.get();            // get all process file objects into the array processFile
var dmsObject = processFile[0];            // take the first element 

var putBody = {
		objects : [],
	 	organizationobjectstype : 'id',
	 	organizationobjects : []
};
putBody.objects.push( { itemid : dmsObject.id, type: dmsObject.type } );
putBody.organizationobjects.push($.variable('usergroup').value);    

$.http.post();
$.http.path('/service/dms/batch/addtoadditionalvisibility');
$.http.body(putBody);
$.http.execute();  


// extension of version 3: process result
if(!response.reason) {
    $.variable('canbeshared').value = true;
} else {
    // this condition will only occureoccur, if the startformstart form did not prevent the start in case of no non-shareable object types
	$.variable('canbeshared').value = false;
}

$.done();

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Check Allow sharing. Please note that this feature will slighty slightly impact the performance of the system.

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