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

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 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 member of the group receives 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.

Language

This process model is available in English and German.

Administering the Sharing Process

Download the zip file below. Extract the Sharing directory into the location of your 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 start form usually prevents the start, if the object type is not shareable. Otherwise the main activity BeforeStartEvent script reacts on the condition and leads to a notification which the initiator gets into his inbox afterwards.

Main Activity Settings

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

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

// set object title indirectly as process subject

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

// Share the object with the organisational unit set in user group
// Take into account that this code will change the current sharing values of the object type.
// To 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 occur, if the start form did not prevent the start in case of non-shareable object types
	$.variable('canbeshared').value = false;
}

$.done();

Sending Tasks to all Recipients

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

The script to control the Participant type is the BeforeStartEvent:

// Set all participants

var recipient = new $.OrgObject();
recipient.id = $.variable('usergroup').value;
$.activity('this').performers.push(recipient); 

$.done();

Configuring 'notice'

The Participant type attribute must be set to 'Multi-instance controlled', in accordance with the settings of the parallel 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 Display right for this object is assigned to him.

Process Model Version History