Question

Is it possible to change access to a specific dataset within a process?

Workflow Forms How To

Updated May 27, 2022

asked on May 27, 2022

I currently have a workflow for systems access forms. Only manager have access to submit these forms. I have the forms split between those that need approval and those that do not need approval. Is there a way to further split this process so only HR users can submit a certain type of form?

Example:

Forms that do not require approval

/dataset/Choose_which_type_of_request_1="Termination1" or /dataset/Choose_which_type_of_request_1="NewHire1" and /dataset/Retail_="Retail" or /dataset/Retail__1_1="Retail" or /dataset/Choose_which_type_of_request_1="Title1"

Forms that do require approval

/dataset/Choose_which_type_of_request_1="NewHire1" and /dataset/Retail_="Non_Retail" or /dataset/Retail_="Non_Retail" or /dataset/Choose_which_type_of_request_1="Access_Title1" and /dataset/Retail__1_1="Non_Retail" or /dataset/Choose_which_type_of_request_1="FolderAccess1"

The specific form that I want only HR to submit is Termination1

I tried both adding a separate process and adding this to the same gateway, but neither of which work. Below is what I have been trying...

\/dataset/Choose_which_type_of_request_1="Termination1" and /dataset/_initiator="Username"

I am wondering if usernames cannot be used in datasets?

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Answer

SELECTED ANSWER

replied on May 27, 2022

To provide some input from my personal experience, we actually have two separate forms entirely; One for managers, and another for HR.

The reason for this is that HR has a lot of activity to process for personnel changes beyond what the managers do, and managers actually can't initiate certain actions.

Instead, when an applicable action is completed by HR, then we use Workflow and Invoke Business Process to start the secondary form.

As a result, the initial form doesn't allow users to select things like "Termination" regardless of who opens it, but when the process is started in response to HR's process, that can set the "restricted" types.

Managers can trigger things like Office Moves, but most other things start with HR and then we assign a task to the manager so they can finish out the process.

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Replies

replied on May 27, 2022

You won't be able to change "access" to the submission process based on the request type since you need to access the form to make that selection.

As a result, you'd have to try one or more of the following:

Check something on the form to prevent submission
Have a gateway check a value to determine if it is an "authorized" submission
Set your options based on a lookup and only include Termination in the dropdown if the user is a part of HR (more complicated)

You can use username in gateways, but the actual username value is going to be something like "DOMAIN\username" depending on whether or not you're using LFDS authentication.

The problem with that approach is you're going to have to build a condition to check for every single user who should have access to that, which isn't especially great for maintenance.

If you put all those users in a database and add it as a data source on the form, you could use the _CurrentUser option in the lookup to check if they're in the list of "HR Users" from that table and populate a hidden read-only field.

Then, you could use the value in the hidden field to either filter the dropdown options from another lookup, or block it in a gateway.

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replied on May 27, 2022

Thanks, I did end up taking a simpler way out. I just added a radio button that asks the user if they are a member of HR. If they click No then the Termination form goes away. Hopefully this will appease the higher ups.

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SELECTED ANSWER

replied on May 27, 2022

To provide some input from my personal experience, we actually have two separate forms entirely; One for managers, and another for HR.

The reason for this is that HR has a lot of activity to process for personnel changes beyond what the managers do, and managers actually can't initiate certain actions.

Instead, when an applicable action is completed by HR, then we use Workflow and Invoke Business Process to start the secondary form.

Managers can trigger things like Office Moves, but most other things start with HR and then we assign a task to the manager so they can finish out the process.

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replied on May 27, 2022

That makes a lot of sense and this will most likely be the route I will end up taking.

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Is it possible to change access to a specific dataset within a process?

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