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Read and edit access

By assigning read and edit rights, access to each individual process group and process can be controlled based on the Org. units of the organizational chart. It is not possible to assign read and edi…

Dennis Reichle
Updated by Dennis Reichle

By assigning read and edit rights, access to each individual process group and process can be controlled based on the Org. units of the organizational chart.

It is not possible to assign read and edit rights with the Role object from the organizational chart.
The descriptions for read and edit rights apply analogously to documents.

Setting read and edit rights

There are several ways to open the window for assigning read and edit rights:

  • Above the process model via the drop-down menu More actions -> Settings -> Privileges
  • Beneath the process model in the list Details -> Visibility -> Click on the link <Details> there
When creating a process, the default setting is that every user can view the process after it has been published. As the only Org. unit with editing rights the main group of the process creator is initially entered.

If the preselected checkbox <Anyone can see the process> is deactivated, the button <Add> can be used to select any number of Org. units from the organizational chart one after the other. The users assigned to these Org. Units can see the process after publication.

Proceed in the same way when setting the editing rights.

To be able to edit processes, the user must be assigned a Designer license.

Editing rights allow the user to view and make changes to unpublished processes. Moreover, a user with editing rights for process groups / document folders can create new processes / documents in these folders.

If a new process / document is created within a process group / document folder, the defined read and edit rights will be transferred to the newly created process / document.
The rights assigned here can be overwritten by settings in the authorization profile.
If, for example, the user has been assigned an authorization profile where the setting "Allowed to see all published processes" is set to "Yes", the user can see every process, regardless of whether his Org. unit has been included in the privileges of a process.

Include descendants

With the checkbox <Include descendants> you can pass on reading and editing rights along the organizational chart to subordinate Org. units.

In the example above, the Org. Units subordinate to "Sales & Service" are also given read rights to the process, whereas in "Production" only users directly assigned to the Org. Unit can see the process. In the following organizational chart, the Org. units, which in this case have read rights to the process, are framed.

Copy access settings to children

Configured rights can also be inherited by subordinate process groups, processes, sub-processes and documents.

In the following screenshot, for example, rights can be set for the process group "Alternative Landscape", which are then inherited by the subordinate process groups / processes "Human Resources", "P 01 - Applicant Selection" and "Initial training".

To do this, select the button <Copy access settings to children> in the lower area of the window for setting read and edit rights.

Here you can configure more precisely which rights are to be transferred in which way.

  • Copy read access -> Configured read rights are inherited by subordinate process groups / processes
  • Copy edit access -> Configured edit rights are inherited by subordinate process groups / processes
  • Replace child settings - Example scenario: For the process group "Human Resources", currently only the Org. unit "Quality" has read rights. For the superordinate "Alternative Landscape" it is now set that the Org. unit "Production" has read rights and this right is to be inherited.
    • Checkbox activated -> The previous rights for the process group "Human Resources" are deleted and overwritten. After the transfer, only the Org. unit "Production" has read rights.
    • Checkbox not activated -> The previous rights for the process group "Human Resources" are supplemented. After the transfer, both the organizational units "Quality" and "Production" have read rights.
  • Including linked child processes and sub processes -> The rights are also applied to reused processes and sub-processes along the tree structure
  • Apply to contained documents -> If related documents werde used in process models, the access settings are also applied to these documents

With a click on <Copy access settings to children> you confirm the selection and the rights are transferred.

This action can be repeated if privileges should be changed.

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