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 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 object and notify” 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 of the main activity which gives the users or user groups specified Read rights for the shared document.

The start form assures that the process can only be started if the given object type is shareable. If not, the OK button is inactive and an error message below the check box Object type is shareable will be displayed.

Inbox

Each user and member of the groups will receive the task 'Confirm sharing' in his inbox.

Each recipient must accept the task, read the document and confirm the task when finished. 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 is available in English and German.

Administering the Sharing Process

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

Copy the downloaded .bpmdef file into your yuuvis RAD designer project directory and open the designer.
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:

Configuring the main activity

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. Change the Initiators 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:

Version 4

BeforeStartEvent Script

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

// set process subject
$.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: {
		expression: [dmsObject.id],
		type: dmsObject.type
	},
 	share: {
		with: [],
		children: false,
		mode: "ADD"
	}
};

var usersGroups = $.variable('usersGroups').value;
for(var i = 0; i < usersGroups.length; i++){
	var userGroupName = $.http
	.get()
	.path('/service/organization/id/' + 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('canBeShared').value = true;
} else {
	$.variable('canBeShared').value = false;
}

$.done();

Configuring the multi-instance activity

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

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

BeforeStartEvent of sharemulti

// 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 = userGroup;
	$.activity('this').performers.push(recipient);
}

$.done();

Configuring the activity 'note'

The Participant type attribute must be set to 'Multi-instance controlled', in accordance with the settings of the 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.

Prerequisites

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

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

It is not necessary for users to have the Display right for the object type concerned, but they must have the Available right.

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

Process Model Version History

Version	Date	Compatible core-service version	Author	Description
4	September 07, 2023	8.0 or newer	A-Team	Process can only be started with an dms object The notifcation about all confirmations can be activated or deactivated on the start form via an input parameter Multiple users and groups to share the object with can be set Refactoring of script code
3	March 22, 2019		Martin Bartonitz	Start form prevents process start in case of none-shareable object types. The object type and the attribute shareable is shown in the start form as well. Main activity BeforeEventScripts handles none-shareable object types as well. If the start form does not prevent the process start, the initiators get a notification in their inbox.
2	March 21, 2019		Martin Bartonitz	Notice for initiator about all confirmations Deadline for the sharing notification including e-mail notification for reached deadline
1	March 19, 2019		Martin Bartonitz	Start with basics: Fill out group or user to share object with and a comment during process start Set display rights in BeforeStartEvent of the main activity Inform each member of the group

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