Hi Fulgen,

You can fallow the below link for creating the portal users 

https://academy.bpmonline.com/documents/portal/7-14/add-portal-users#XREF_48563

If you observed in below screenshot there is an option called function roles you can add there.

Regards,

praveen

Hello!

Could you please specify, how do you want to notify about the task? Did we clearly understand - you want to notify both owner and other users, which belongs to one of the functional roles? Maybe you can attach a screenshot of your business process?

Best regards,

Anastasia

Anastasia Polo,

In the process below, I want to all of the users of a functional role to get notified of the task and then anyone can go in the record and perform the task.

Can that be done?

Regards,

AK

Hello!

It is possible to set up a described process. Firstly, use please "Add data" element instead of "Perform task" element http://prntscr.com/nx4e36, after that use another "Add data" element with such settings http://prntscr.com/nx4gcc, http://prntscr.com/nx4glm. This part of the business process will create an activity and send a notification for users of the chosen functional role (System administrators in the example). If you want to continue the business process running after completing an activity, use the "Wait for signal" element http://prntscr.com/nx4jqd.

Best regards,

Anastasia

Hi,

Thanks for your response.

I didn't try it yet but looks like it should work.

Thanks again. :)

AK

Hi,

I am trying this now for one of our clients but it's not giving any notification for the selected roles.

Attaching the screenshots of the Process and the Process log. You'll see that the process did run but it did not give the notification to the users in the roles selected.

Process: https://prntscr.com/ogm9iq https://prntscr.com/ogm9g4 https://prntscr.com/ogm9dj https://prntscr.com/ogm9a1 https://prntscr.com/ogm94q https://prntscr.com/ogm8zn

Process Log: https://prntscr.com/ogm9ok

Regards,

AK

Hello!

To resolve this issue we need access to this process. Please submit a case to the support team (support@bpmonline.com) and we will investigate the issue.

Best regards,

Anastasia

Dear Janine,

It is not possible to display the user's roles on his contact page. However, if you need to filter the contacts by their roles, as a workaround you can make up the following filter in the section - http://prntscr.com/n0zv8p

You can also modify the highlighted part and choose the required roles that will be displayed.

Best regards,

Dean

Dear Janine,

First of all please don't delete "All employees" and "System adminsitrators" roles from the application, because they are essential for correct work of the system. Also we don't recommend deleting of roles, just rename them if you have a need to do it (just open roles tree and use a role you need to rename and after that you will be able to do that in this field http://prntscr.com/mwg2ct). If you delete a role then you will need to find all processes where it is used and add newly created role. In other words - if you delete a role that is used somewhere then it will prevent processes from being executed. Please rename available roles or create your new ones. Meanwhile we have a problem registered for our R&D team about displaying of roles and creating of ways to easy delete them if it is needed. I will notify them about your request so to raise the priority of this problem. Thank you for helping us to make our application better!

Best regards,

Oscar

Oscar Dylan,

Renaming a role doesn't work when the role needs to be in a different location in the hierarchy.  I would want the processes to fail and need to be updated if the wrong people are being assigned to roles.

Janine White,

Then please create a separate role that you need to use and find all processes where you used the previous role and update the business process so to use newly created role. This is the only way how it can be done now.

Dear Janine,

Unfortunately as for now there is no way to specify a role in the "Send email" element of the business process. But here is the solution that can fit your needs: you can specify one recipient in "To" field in the business process "Send email" element and on mail-server side you can setup filters which will transfer notification emails to some specific folder and then mail-server can transfer all emails sent to this folder to other mailboxes. And it will fit your business target. But I will notify our R&D team about your question and ask them to develop new logic that allows using roles in "To" field.

Best regards,

Oscar

Oscar Dylan,

Unfortunately, I don't have access to configure anything on the mail server, except my own account.  I need to be able to email a collection of users, contacts or email addresses in the process. I could use a section that is a collection of contacts and iterate through it, but that will require maintaining a duplicate set of information, much like maintaining an Outlook distribution list that gets updated manually.  Thanks for forwarding the suggestion.

Janine White,

Well, there is another way how you can achieve a target. You can sync the mailbox for notifications with bpm'online. After that you can share access to this mailbox to a functional role needed. You can also specify that the application sync emails only from some particular folder. On mail-server you can create a filter which will put all notifications sent to this mailbox to a folder and as a result all users of this functional role will receive this email directly into the application and they will be able to see it.

Best regards,

Oscar

Oscar Dylan,

The only mailbox I have available is mine, which I do use for sending notifications. I don't have access to change mail server settings, which is handled by IT.  It would be a security breach to expose reading emails in my mailbox to other people.

Janine White,

Dear Janine,

Unfortunately as for now it is the only way to achieve a target: you need to sync another mailbox with the application (not your personal, but some work mailbox that can be used by employees), grant access rights for this mailbox to other system users based on their functional role and use it for reciving notifications. Developing new functionality on this topic demands huge work and changes applied to core features so it is the most easiest way to achieve a target now. Please use a separate mailbox with granting of access to functional role.

Best regards,

Oscar

Oscar Dylan,

I requested an Outlook distribution list that I can manage to send the notifications when the project is live.  I'd rather not have to maintain two separate lists, but it will work for now.

You can try this template https://marketplace.creatio.com/template/email-users-within-functional-…;

Dear Janine,

If your approver is a certain role you can create conditional flows to manage the process. Please see my example below:

http://prntscr.com/mqw6gs

1) Read record that must be approved http://prntscr.com/mqw6q0

2) Read user that created this record http://prntscr.com/mqw6ub

3) Count roles that he have (I tested this case for System Administrator role - he does not need to Approve) http://prntscr.com/mqw6xu

4) If the amount of roles is greater than 0 - perform task, if 0 9default flow) - make Approval. http://prntscr.com/mqw70y

Hope it helps!

Best regards,

Angela

Angela Reyes,

Perfect.  Thanks!

What if the current user is not the creator of the record and I specifically want to look up the roles of the Creator?

Angela Reyes,

I was able to get this working by reading the User from System administration object, instead of Users/roles (view).

Dear Uriel, 



You would need to create separate Business rules that would make field visible if the user that want's to see it is the owner of the record. Here is the example of such rule: https://prnt.sc/kwdeex. Access rights would not be applicable in this case. 



Best regards, 

Dennis 

Thank you @Dennis

Dear Allen,

You are looking for SysAdminUnitInRole and SysUserInRole objects. 

Thanks Lisa!

Dear Ezequiel,

The default access rights for the record are distributed while the creation process. In other words, when you change the owner or the created by filed using a business process, the rights won't be re-distributed.

In your case, you just need to add the [Change access rights] element after you change the owner and the author of the record to redistribute the rights to the corresponding users. The more detailed info about this element: https://academy.bpmonline.com/documents/technic-bpms/7-11/change-access-rights-process-item

Best regards,

Lily