Question

Ability for non-Admins to view/monitor all processes

Forms

Updated April 8, 2020

asked on August 14, 2018 • Show version history

I really like giving the ability to monitor particular forms to certain users, as this ensures a non-System Administrator has the ability to monitor forms that don't have sensitive information.

What I would like to see is for users that are not System Administrators in Forms, giving them the ability to monitor All Processes they have access to at the same time (similar to what a System Administrator has). Although these users may not have access to certain forms, it would be good for them to have the ability to monitor all of the forms they do have access to at the same time, without having to toggle between all forms to find any submissions that are terminated, suspended, etc (by either using the drop-down or typing part of the form name to search out a particular form).

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Replies

replied on August 14, 2018

Check out the Business Manager role they added in 10.3 (More info here under "Access Rights")

It sounds like what you're looking for, but it does require a full license rather than a participant license.

I just tested and confirmed that any user set as a Business Manager on a task can monitor instances, view reports, etc., but they cannot update/change the business process.

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replied on August 14, 2018

The user is set as an Administrator on individual forms, just not a System Administrator for all of Forms. As a result, they can only see/monitor the forms they have access to, and they can't see all instances of all forms they have Process Admin access set (their actual user account, under System Security, is set to Inherit from Group).

I think it'd be safe to say someone set as a Business Manager on specific forms would probably have the same issue with being able to view/monitor all forms at once as well?

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View 2 previous replies

replied on August 14, 2018 • Show version history

Sorry, I'm a bit confused by the exact issue you're describing.

In the Monitor tab, System Admins can view all form instances, Process Creators and Business Managers see all instances for the specific forms in which they have one of those roles assigned.

Are you having an issue with people not seeing form instances, or seeing more than they should? Also, are you talking about the Monitor tab or the Inbox?

EDIT: I think I see what you're saying now, when you load the Monitoring tab it selects a specific form and you're saying you want a "show all" type option. I agree that is something that would be useful.

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replied on April 8, 2020

So this can't be done yet? I tried to make our Accounts Payable Clerk be able to see all instances of the invoicing process, but she can only see the ones that she started herself. I tried it with her as Business Manager and as Process Admin.

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replied on April 8, 2020

I thought a Business Manager could see all instances of a form, not just the ones that were associated specifically with them - I'll have a look in a little bit and get back to you...

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replied on April 8, 2020 • Show version history

Didn't work when we tried it earlier today. On the upside, I found another way for her to see them all. I created a report of all (filtered for NOT "completed") active invoice processes and gave her and her backup person access. They can view them and even "resend email notification" to prompt slow people if needed! This will help!

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replied on April 8, 2020

Right - that would definitely work as well.

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Ability for non-Admins to view/monitor all processes

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