Description

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

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

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Version 3

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

With version 3, the startform The 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 user and member of the group receives groups will receive 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 or the initiator will be notified about that based on the value of the variable notifyInitiator, which can be set on the start form.

Language

This process model ist is available in English and German.

Administering the Sharing Process

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.

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example model at the bottom of this page. To import the model into yuuvis RAD designer, follow these steps:

1. Copy the downloaded .bpmdef file into your yuuvis RAD designer project directory and open the designer.
2. Create a model with same namespace and name of the model (namespace: "Sharing", name: "SharingVx" where x is the version number) you just downloaded and moved into your project directory.

Then validate the model and if everything is fine, deploy the model.

The model looks like this:

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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 usually prevents the start if the object type is not shareable. Otherwise the main acticity BeforeStartEvent script reacts on the condition and leads to a notification which the initiator gets into his inbox afterwards.

Main Activity Settings

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Configuring the main activity

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It is configured that the process is only startable with an object, more precisely any document on the system. You can configure the startable object types in the main activity settings.

This process is available for each user and process. Change the Initiators and the Main object type to  to restrict its behavior.

The process subject is set by the title and type of the object the process is started for, as shown below in the BeforeStartEvent of the main activity.:

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var 

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processFile = $.file.get()

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;  

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//

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 get all process file objects into

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 the array processFile
var dmsObject = processFile[0];            // 

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take 

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the 

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first 

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element 

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// set 

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process 

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subject

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$.

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variable('objectTitle').value = dmsObject.title;
$.variable('objectTypeName').value = dmsObject.type;

// share the object with the organisational units set in usersgroups
// take into account that this code will echange the current sharing values of the object type
var putBody = {
	query: {
		

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expression: [dmsObject.id],
		type: dmsObject.type
	

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},
 	share: 

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{
	

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with: []

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,
		children: false,
		mode: "ADD"
	}
};

var usersGroups = $.variable('

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usersGroups').value

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;
for(var i = 0; i < usersGroups.length; i++){
	var userGroupName = $.http
	.

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get()

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	.

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path('/service/

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organization/

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id/

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' + usersGroups[i].value)
	.execute()
	.data.name;
	
	putBody.share.with.push(userGroupName);
}

var response = $.http
	.put()
	.path('/service/dms/batch')
	.body(putBody)
	.execute();

if(!response.reason) {
    $.variable('

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canBeShared').value = true;
} else {

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	$.variable('

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canBeShared').value = false;
}

$.done();

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Configuring the multi-instance activity

To send a task to each user or member of the configured groupgroups, the container for parallel execution has to be configured like this:

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The script to control set the Participant type Participants is the BeforeStartEvent of the multi-instance container:

// Set all participants
var usersGroups = $.variable('usersGroups').value;
for(var i = 0; i < usersGroups.length; i++){
  	var userGroup = usersGroups[i].value;
	var recipient = new $.OrgObject();
	recipient.id = $.variable('usergroup').valueuserGroup;
	$.activity('this').performers.push(recipient);
}

$.done();

Configuring the activity '

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note'

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The Participant type attribute must be set to 'Multi-instance controlled', in accordance with the settings of the parallel multi-instance container (see above).

Each user will also receive an e-mail notification, if an e-mail address is provided in his user profile and the e-mail server is configured.

The standard Forward button is renamed to Confirm, as can be seen in the Actions attribute.

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Prerequisites

The object types of objects to be shared must be configured first:

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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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After sharing the object with a user, the Display Read right for this object is assigned to him.

Process Model Version History

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