Email
functional roles
7.13_()
studio

I want to send a notification to all users with a specific functional role.  I know how to get the list of users with the role from User in role, then get the contacts for the users from User profile.  How do I feed the list of contacts or their email addresses to the Send email process element?

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7 comments

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.

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functional roles
studio

I have a process including approvals, where I want if the Creator of the object is in the approver role, then the object skips the approval process. How do I use System Actions to get the functional roles of the Creator, which I know how to get using Read data, and determine if any of them are the approver role?

 

 

 

 

 

 

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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).

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security
functional roles
organizational roles
7.12
sales

Hi there, how are you? Hope you are doing well.

I need some help with this scenario:



Org Roles (City roles):

•    Boston

•    San Diego

•    Miami

Each user in Boston role can Access to the Boston accounts with columns limitations : no view Web, Phone and Numbers of employee [this configuration by columns permissions]

Each account can have multiple owners that manages the account and should be able to view all the information of the account including web, phone and number of employee.

how can permits be combined?

Example:

•    Account 1 

o    City: Boston

o    Owner: user 1 and user 2

•    Account 2

o    City: Boston

o    Owner: user 3

user 1, user 2 and user 3  has the role Boston , because they need to access all the account for Boston (Account 1 and Account 2) excepts the columns Web, Phone and Numbers of employee. 

How can I make user 1 and user 2, in the case of account 1, see it completely as the owners? I tried to assign explicit permission to Account 1 for user 1 and user 2, but same results the user can access the account but the columns web, phone and numbers of employee not appear.

We cannot do by code because this is an example but in a real scenario we need to apply this to multiple entitys with a lot of columns configuration.

We need to resolve this permission settings by security configuration.

Thank you

Kind regards

 

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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

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functional roles
HideButton
7.11
sales

Hello,

I am looking to enable/disable a button based on whether a user is in a certain functional group. What is the best way to do this? One way possibly is to build an entity schema query to pull a user's role information, but I haven't been able to find details on the object that contains user->role associations.

Any feedback is appreciated. Thanks!

Allen

 

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2 comments

Dear Allen,

You are looking for SysAdminUnitInRole and SysUserInRole objects. 

 

Thanks Lisa!

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functional roles
organizational roles
Access Rights
7.11
studio

Hi!

How are you?

I hope can you help me!

 

I have a permission in Employees where the records created by "Operator Arcor" (Organizational Role) can only be seen by someone from that Role or a Supervisor

 

When I create an employee with the "Supervisor" user, I want to modify the "Created By" field to set it to the Contact of a user of "Operador Arcor" role, and in that way, to see that record within that role.

To do that, I create a business process where I modify this field if it was created by the Supervisor, but for some reason I do not see the record in the Employees section when I log in with a user of that role

am I still missing something more in the process?

The fields that I update are "Created By" and "Owner".

The same test with Contact instead of Employee works ... That is, I can see the contacts with some user of the role "operator Arcor", where the field Created By was set through the business process

King Regards!

Ezequiel!

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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

 

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