Set up Record Properties for Non-Workflow Business Processes

In both Non-Workflow BPs and Workflow BPs (at the company, shell, and project levels) you (the administrator) can use the Record Properties tab to establish:

The Record Properties tab has the following sections:

Top: For setting up restrictions (setting restriction is done through Edit Restrictions)

Left: For Upper Form and Line Item (detail forms) properties and setting up restrictions for downloading attachments from the Upper Form and Line Items (detail forms). The left section displays all of the record tabs seen in both upper and detail forms. In case of Simple type and Text type BPs, only the upper form properties tabs will be seen. The Upper Form or Line Item properties options that were hidden in uDesigner will not be displayed.

Right: Users info (users or groups who cannot see the properties)

The Record Properties window displays a read-only view of all the users and groups who are restricted to the visibility of selected tabs, or to download of attachments for selected tabs, in Edit Restrictions window. You can use the Edit Restrictions button to apply restrictions to users and groups.

Restricting the Audit Log and Workflow Progress options below will result in the automatic update of the same options in Permissions Settings of Access Control. The same operation applies in reverse.

The Attachments in Upper Form Properties section will not be shown for the system-defined Line Item tab in the Document type BP.

The additional section Do not allow download of Attachments will show the users and groups who are restricted to download the attachments from Upper Form or Line Item tabs in the business process record, when the attachments are visible.

The first tab seen in the Do not allow download of Attachments are the Upper Form Attachments followed by the Line Item tabs names (for example Gauges & Meters or Components) which will be in the same order as seen in the Line Item Properties.

The Upper Form Attachments tab will not be shown for the Text type and Document type BPs. Additionally, the system-defined tab will not be shown for the Document type BP, under the Do not allow download of Attachments section.

The tabs seen in the Upper Form and Detail Form properties will be based on each BP type.

The tabs shown in Upper Form and Line item Properties will be in the same order seen in the BP record at run time.

The Upper Form Properties and Line Item Form Properties which are already hidden in uDesigner will not be shown in this list.

Example

If Linked Records and Linked Mail tabs, from the Upper Form Properties, are set to be hidden in uDesigner > Record Properties, then those two tabs will not be seen in the BP Setup under Upper Form Properties. Similarly, if the user-set Attachments tab in the Upper Form Properties is hidden in uDesigner > Record Properties, then in the BP Setup > Record Properties the user will not be able to see the following tabs:

Adding tab visibility and download of attachments restrictions to users and groups

You can add restrictions to the users and groups through the Edit Restrictions option. The restricted users and groups will be seen on the right-hand block for the property selected on the left-hand side.

Edit Restrictions window:

When you click the Edit Restrictions option, a window displays which enables you to select or add user and groups and assign attribute form restrictions. The Select Users/Groups block (the left pane of the window) will be empty if there are no existing restrictions; otherwise, the block will list the existing restricted users and groups. Use the Remove option to remove the users and groups listed in this block. You can select one or more users or groups and select the Remove option to remove users or groups from the tab visibility restrictions.

In the right-hand section of the window, you can access and hide all of the following form properties:

Hide All Upper Form Properties

Hide All Line Item Properties

The Detail Form Attributes will be shown based on the Line Item tabs available in the selected business process. Additionally, users and groups can be restricted to download the attachments only from the business process record.

If a single user or group is selected on the left-hand side, then the selected user or group's existing restrictions will be shown.

The Cancel and Save options will remain disabled if you do not make any changes in the right-hand block. If you select a user or group and change the restriction options, the Cancel and Save options will be enabled. The Cancel and Save options enable you to save or cancel the changes that have made in the right-hand block.

After you close the Edit Restrictions window, the restricted users and groups will be added in Record Properties window.

You can select multiple rows in Users/Groups section, edit the restriction check boxes, and save or cancel your changes.

If multiple users or groups (on left-hand block) are selected, then the existing restrictions will not be shown in the right-hand block.

In the Attachments case, a user who has restrictions to Download will be able to view or access the attachment but cannot download or save to a local system.

Users/Groups window

When you click Add, the User/Group window opens. This picker window displays all of the users and groups that are available and selected. After the users and groups are added, you can select the users or groups (from the left-hand block) and set the hide permissions for the form attributes (in the right-hand block).

Note: Users or groups cannot be removed from the User/Group Picker window. You can use this picker window to add additional users and groups to the Edit Restrictions window. You can remove your added users and groups by selecting one or multiple rows in the Selected Users/Groups block.

After you add restrictions in the Edit Restrictions window the left-hand block displays the list of all users and groups with restrictions to the form attributes. When you select a form attribute such as Audit Log or Comments, the right-hand block displays the list of all the restricted users and groups. A user who has restricted access to selected record attributes like Audit Log, Comments, or Linked Mail viewing in the business process record will not see those tabs.

Example

User U1 has "Hide Upper Form Properties - Comments and Linked Records." At run time, when user U1 creates a new business process record or opens an existing record, both the Comments and the Linked Records tabs will not be seen in the record.

Attachments

When a user is restricted to only the download of the attachments, in user mode the user can view the attachments in the business process record but will not be able to download them. The Download option is removed from Attachments tab and also in Review window.

In this case a restricted user who views the attachment in native view will see the attachment open in the Viewer and in read-only mode.

A restricted user will not be able to receive the attachments through email notifications received from a business process record for which the user has restrictions to download attachments.

Line item Attributes

You can assign restrictions to users and groups for the Detail Form properties (Attachments and Linked Records for each Line Item tab). These additional Detail Form attributes will be seen only for the business processes that have the Detail Form defined in them.

The Detail Form properties seen in the Record Properties window will vary for each business process and is based on the design.

Users and groups can be restricted to download attachments from the Line Item tab, similar to the Upper Form, as described in the Attachments section above.

Additional information

Users and Groups who have permissions to "Hide Record Audit Log" and "Hide Task Statuses" are added to the restricted users and groups viewers list in the "Record Properties" tab, in the business process setup.

All of the record level and Line Item tab restrictions are available for all business processes (company, shell, and project levels) that supports standard UI.

The restrictions are applicable to all users or creators, task assignees, step editors, record editors, and CC'd users who are part of the workflow in the record.

Visibility of tabs will be applicable to both Action and View Forms when the user has tab restrictions to the BP.

For Non-Workflow BPs, "Workflow Progress" (under the Upper Form properties) will not be available in the Record Properties, both at the design and at the setup level.

For Company-level BPs, "Linked Mail" will not be available in Form Properties.

For Simple and Text-type BPs, the option to hide the Detail Form properties will not be available.

For Document-type BPs, "Attachments" will not be seen in the Upper Form Properties and the system defined tab in Line Item Properties.

Note: The additional restrictions are not applicable to bid users. Bidders will be able to see all the attributes even though the requestor has restricted access.

When certain form properties are hidden for a business process, those form properties are not shown in the Record Properties tab in the BP setup.

If the users or groups do not have View permission, then the BP record tabs will not be displayed, at run time.This is applicable to both company sponsored and partner users.

Projects or shells do not show Rich Text type DEs in the following scenarios:

Assigning restrictions to users and groups will impact their ability to see the record properties tabs (tabs in the right-hand pane, when the user opens a record) of the following nodes:

Related Topics

Set up Permissions for Record Properties Tab (Non-Workflow)


Last Published Monday, August 28, 2023