Journey Display Properties

You can control access to a journey section or task action based on role. You can do this by specifying the display property at the journey or task level on the Display Settings tab during journey and task setup.

Let's say you don't want a line manager to mark a task as not applicable on behalf of an employee, you can restrict this by hiding that action at the task level for line manager.

Journey Access Level

The access that each role has for a journey section or task action displays by default. You can change this by specifying the values as indicated in this table. If you don't specify anything, the default access applies.

Values	What it Means
Show	Displays the section or action for the role at the journey or task level.
Hide	Hides the section or action for the role at the journey or task level.
Allow	Enables the role to take action at the journey or task level.

You specify the access for these users:

• Assignee: User to whom the journey is assigned.
• Line Manager: User who is the immediate line manager of the assignee.
• Other User: User other than the assignee and line manager.
• Initiator: User who initiates the transaction.

The display property you set for initiator takes highest precedence, in case there are different properties set for the Assignee, Line Manager, and Other User.

All display property values for the Initiator are the same as that of Other User except for the Order Tasks by Sequence property where the default value is Yes for the Initiator.

Display Property for Initiator User

By default, display properties for Initiator are honoured only for the Contextual Journey category. If you want to honour the display properties for a journey category other than Contextual Journey, then you need to create the PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED profile option and set the profile value to Y. To do this, follow these steps:

1. Create the profile option by using these steps:
   1. In the Setup and Maintenance work area, search for and click the Manage Profile Options task.
   2. On the Manage Profile Options page, in the Search Results area, select New on the Actions menu.
   3. On the Create Profile Option page, complete all required fields.
   4. Click Save and Close.
   5. On the Manage Profile Options page, in the Profile Option Levels section, select these check boxes at the Site level:
      1. Enabled – To enable the profile option.
      2. Updateable - To allow users to update privileges.

      The profile values will appear in read-only mode if deselected.

   6. Click Save and Close.
2. Enable the profile option that you created by using these steps:
   1. Search for and click the Manage Administrator Profile Values task.
   2. Search for the PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED profile option code and select the profile option in the search results.
   3. In the PER_CHECKLIST_INITIATOR_DISPLAY_PROPS_ENABLED: Profile Values area, select New on the Actions menu.
   4. Select Site in the Profile Level list.
   5. Enter Y in the Profile Value field.
   6. Click Save and Close.
   7. Click Done.

These points describe the impact of enabling the profile option:

• All allocated checklists will start honouring the display properties for Initiator.
• The default display property configuration for Initiator will be the same as Other User. If you modify the display property for Line Manager or Other User at the journey level, you will notice a change in behavior for already allocated checklists.
• If the login user is both Line Manager and Initiator, they will be granted a higher level access once the profile value is configured.

Configuration Level

You can see display properties at different levels during setup. Here's what you can configure at each level:

• Journey: Controls access at the journey level. What you specify here overrides the default. Specify the access for the journey assignee, line manager, and others such as HR or IT users.

• Task Type: Controls access for a specific task type at the journey level. The configuration is applicable to all tasks of that type in the journey. You can override this at the individual task level.

• Task: Controls access at a specific task level. What you specify at the task level overrides what's configured at the journey and task type level. Specify the access for the task performer, task owner, line manager, and other users.

The changes you make are specific to a journey or task and not applied globally to all journeys and tasks. You can reset the settings anytime to revert to the default. Also, if you make changes after a journey is assigned, the changes don't affect the assigned journey or task.

Access at the Task Level

You specify the access for these users:

• Performer: User to whom the task is assigned.
• Owner: User who is defined as the task owner.
• Line Manager: User who is the immediate line manager of the assignee.
• Other User: User other than the assignee and line manager.

At the task level, when you configure Task Access it determines what the role can do as part of the task.

Here's what Task Access determines:

• What the role can see on the task details page in the Configurable Form, Questionnaire, or Document task types. For example, if you don't want a line manager or HR specialist to fill a questionnaire or configurable form response on behalf of an employee or allow the line manager or HR specialist to view the responses provided by the employee to a Questionnaire or Configurable Form, you can set the task access to Hide for Line Manager or Other User

• What the role can do in these task types if you specify Hide for Task Access:

  • In the External URL, App Task, I-9, Report tasks the Go to Task button is hidden.

  • In DocuSign tasks, the Sign Here button is hidden.

  • In Native eSignature tasks, the Done button is hidden.

  • It has no impact on manual tasks since you can't restrict access for such tasks.

You can restrict certain journey level actions for the initiator when they self-assign a journey.