Add, Edit, or Copy User Roles

This topic describes how to add, edit, or copy a user role in Easy Workflow Cockpit. You can add a user role if the default roles do not meet the needs of your organization.

To add, edit, or copy a user role

1. In Easy Workflow Cockpit, select Manage > User Roles. The User Roles window is displayed.
2. To add a user role, select Add. The Add User Role window is displayed.
3. To edit a user role, select the user role that you want to edit, and select Edit. The Edit User Role "NameOfUserRole" window is displayed.
4. To copy a user role, select the user role that you want to copy, and select Copy. The Copy User Role window is displayed.
5. Optionally, clear Active. You cannot assign this user role to any user because the user role is not displayed in the list when assigning roles to the user.
6. Optionally, select Default Role for a New User. The role is assigned as the default role for any new user.
7. In Role Name, enter the name of the role.
8. In Description, enter a description for the functionality of the role.
9. In Allowed Actions, select one or more of the following options for a user role that determines the actions related to Easy Workflow Cockpit and workflows that can be assigned to the user role.
   • Start Easy Workflow Cockpit: Indicates that the user can log on to Easy Workflow Cockpit.
   • Manage Easy Workflow Cockpit settings: Indicates that the user can log on to the Easy Workflow Cockpit. SMTP settings in Email Settings window, Service, Service Status, Miscellaneous, Report, and Database Maintenance are enabled in Easy Workflow Cockpit.
   • Manage workflow definitions and workflow groups: Indicates that the Workflows and Workflow Groups options are enabled in Easy Workflow Cockpit and user can log on to Easy Workflow Cockpit to add, edit, or delete workflows and workflow groups.
   • Manage only user Groups: Indicates that User Groups option is enabled in Easy Workflow Cockpit and user can log on to Easy Workflow Cockpit to add, edit, or delete user groups.
   • Manage users, user groups, and user roles: Indicates that the User Groups, Users, and User Roles options are enabled in Easy Workflow Cockpit and user can log on to Easy Workflow Cockpit to manage users, user groups, and user roles.
   • Manage email templates: Indicates that the Email Templates option is enabled in Easy Workflow Cockpit and user can log on to Easy Workflow Cockpit to add, edit, or delete email templates that are defined for email notifications.
   • View reports for selected workflow groups: Indicates that the user can log on to Easy Workflow Cockpit and can also view the various reports available from Tools (Workflow) > Reports option and Easy Workflow Inbox window.
     1. Select the more option icon. The Manage workflow group assignment for users window is displayed.
     2. Select the workflow groups and select OK. The users assigned this user role can view the reports for the workflows that are in the selected workflow groups only.
   • Design custom tables: Indicates that the user can log on to Easy Workflow Cockpit and add, edit, or delete custom tables. If this option is not selected, Custom Tables is not visible in Easy Workflow Cockpit for a user who does not have the rights to manage custom tables.
   • Manage emails: Indicates that the user can log on to Easy Workflow Cockpit and OutBox, Sent Items, Failed Items, and Deleted Items options are enabled in Easy Workflow Cockpit and user can view the emails and other details for the different options.
   • Update Easy Workflow configuration manually: Indicates that the user can update the Easy Workflow configuration details in the Options window.
   • Can be assigned to workflow steps: Indicates that the user can be assigned workflow steps when a workflow is being designed, or can be reassigned a workflow step from Easy Workflow Inbox.  
   • Change priority of workflow: Indicates that the user can right-click a work item in the tabs or from the Actions dropdown list of Easy Workflow Inbox and use the Change Priority option to change the priority of a workflow. If this option is not selected, the Change Priority option is not available.
   • Reassign steps to other users or user groups: Indicates that the user can right-click a work item in the tabs or from the Actions dropdown menu of Easy Workflow Inbox and use the Reassign Steps To  Another User option to reassign the workflow step. If this option is not selected, the Reassign Steps To  Another User option is not available.
   • Start workflows from selected workflow groups: Indicates that the user can start a workflow from the Process Runner tab or Easy Workflow Inbox from the workflow groups selected.
     1. Select the more option icon. The Manage workflow group assignment for users window is displayed.
     2. Select the workflow groups and select OK. The users assigned this user role can start the workflows that are in the selected workflow groups only.
   • View all work items from selected workflow groups: Indicates that the Advanced View option is available to the user in the Easy Workflow Inbox toolbar, which allows the user to view the work items of the selected workflow groups on the tabs in the Easy Workflow Inbox window.
     1. Select the more option icon. The Manage workflow group assignment for users window is displayed.
     2. Select the workflow groups and select OK. The users assigned this user role can view the work items of the workflows that are in the selected workflow groups only.
     Screenshot: Workflow groups selected for the View all work items from selected workflow groups option

     
   • View specific work items for selected workflow groups: Indicates that the Advanced View option is available to the user in the Easy Workflow Inbox toolbar, which allows the user to view the work items of the selected workflow groups based on the selected custom fields filter on the tabs in the Easy Workflow Inbox window.

     Note: If you select View specific work items for selected workflow groups, you must also select the workflow groups in the View all work items from selected workflow groups option.

     1. Select the more option icon. The Manage filters assignment on work items for users window is displayed.
     2. Select the custom fields filters and select OK. The users assigned this user role can view the work items of the workflows that are in the selected workflow groups only and based on the selected filters. For information about how to create filters based on custom fields, see Filter on Work Items.
   • Terminate workflow: Indicates that the Terminate workitem option is available to the user on the right-click of a work item in the tabs or from the Actions dropdown menu of Easy Workflow Inbox to terminate the workflow.
   • Complete workflow: Indicates that the Complete workitem option is available to the user on the right-click of a work item in the tabs or from the Actions dropdown menu of Easy Workflow Inbox to complete the workflow.
   • Force check-in files of other users: Indicates that the Force Check In option is available to the user on the right-click of a work item in the tabs or from the Actions dropdown menu of Easy Workflow Inbox, to force check-in files of other users that are seen under Advanced View tabs.
   • Open file from EShare: Indicates that the user can open files from EShare.
   • Save file on EShare: Indicates that the user can save files on EShare and also open files from EShare.
   • Create private SAP logon shortcut: Indicates that the user can create an SAP logon shortcut.
   • Create logon shortcut and share with other users: Indicates that the user can create an SAP logon shortcut and share with other users.
   • Edit shared logon shortcut of other users: Indicates that the user can create an SAP logon shortcut and edit another user's shared SAP logon shortcut.
   • Use shared logon shortcut of other users in workflow steps: Indicates that the user can use another user's shared SAP logon shortcut.
   • Change Process file settings: Indicates that the user can change the Process file settings.
   • View Excel history for work items of other users: Indicates that the user can view workflow item history of other users.
   • View and download supporting documents of other users: Indicates that the user can only view and download supporting documents of other users.
   • Delete supporting documents of other users: Indicates that the user can view, download, and delete supporting documents of other users.
   • Permanently delete supporting documents: Indicates that the user can permanently delete the supporting documents.
   • Archive work item: Indicates that the user can archive workflow items that have been completed or terminated.
   • View logs of other users: Indicates that the user can view the logs of other users.
10. Select Save. The user role is added.
11. For any new action assigned to user to be effective, close Microsoft Excel, and open a new Excel instance. Alternatively, you can select Tools > Refresh Easy Workflow Rights.
12. Optionally, select Refresh. The list of user roles is refreshed.

Related Topics:

• Delete User Roles
• Manage Users