Datapolis Process System - Quick Start · 1.1 What is Datapolis Process System? Datapolis Process...

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QUICK START Datapolis Process System v 4.2.0.4294

Last modification on: 10 June 2015

Thank You for Choosing Datapolis Process System ................................................................................. 3 1 Introduction .................................................................................................................................... 4

1.1 What is Datapolis Process System? ......................................................................................... 4 1.2 Who is a Datapolis Process System user? ............................................................................... 4 1.3 See the Tutorials ...................................................................................................................... 4

2 Start Creating Workflows! .............................................................................................................. 4 2.1 Before You Start – Permission Considerations ........................................................................ 4 2.2 Create a Workflow................................................................................................................... 5

2.2.1 Create a List Workflow ........................................................................................................ 5 2.2.2 Create a Site Workflow ........................................................................................................ 6 2.2.3 Create a Reusable or Globally Reusable Workflow ............................................................. 7 2.2.4 Naming and adding workflow to solution ........................................................................... 8

2.3 Designer ................................................................................................................................... 8 2.3.1 Adding States ..................................................................................................................... 10 2.3.2 Adding Actions ................................................................................................................... 11 2.3.3 Adding Decisions ............................................................................................................... 13 2.3.4 Activities ............................................................................................................................ 16 2.3.5 Variables ............................................................................................................................ 20 2.3.6 Action Launch Forms ......................................................................................................... 21 2.3.7 Workflow Initiation Form .................................................................................................. 39 2.3.8 Lookups and Functions ...................................................................................................... 40 2.3.9 Permissions ........................................................................................................................ 41 2.3.10 Action Execution Conditions ......................................................................................... 48 2.3.11 Self-Timers ..................................................................................................................... 49 2.3.12 Action Ordering and Icons ............................................................................................. 50 2.3.13 Workflow Properties ..................................................................................................... 53 2.3.14 Workflow Validation ...................................................................................................... 53 2.3.15 Procedures ..................................................................................................................... 53 2.3.16 Size and Performance .................................................................................................... 54 2.3.17 Advanced Workflow Editing .......................................................................................... 55 2.3.18 Saving workflow ............................................................................................................ 55 2.3.19 Deploying Workflow ...................................................................................................... 56 2.3.20 Workflow definition history .......................................................................................... 56 2.3.21 Applications ................................................................................................................... 57 2.3.22 Declare workflow as Application ................................................................................... 58 2.3.23 Private Applications ....................................................................................................... 59 2.3.24 Using application in workflow ....................................................................................... 59 2.3.25 Application Start Conditions .......................................................................................... 64 2.3.26 Application Usage and History ...................................................................................... 66

3 How to Use Datapolis Process System? ........................................................................................ 67 3.1 List Workflows ....................................................................................................................... 67

3.1.1 Workflow Column .............................................................................................................. 68 3.1.2 Item Context Menu ........................................................................................................... 68

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3.1.3 Action Launch Form ........................................................................................................... 69 3.1.4 Bulk Action Launch ............................................................................................................ 69 3.1.5 Workflow History .............................................................................................................. 71

3.2 Site Workflows ...................................................................................................................... 72 3.3 Reusable Workflows .............................................................................................................. 74 3.4 Tasks Web Part ...................................................................................................................... 74 3.5 Substitutions .......................................................................................................................... 75 3.6 Reporting Service .................................................................................................................. 77

3.6.1 GetUserActions .................................................................................................................. 77 3.6.2 GetStartedWorfklows ........................................................................................................ 77 3.6.3 GetLaunchedActions ......................................................................................................... 77

4 Datapolis Solutions and Applications ........................................................................................... 78 4.1 Introductions to Solutions and Applications ......................................................................... 78 4.2 Creating Solutions and Applications ...................................................................................... 78

4.2.1 Creating new Datapolis Solutions and Applications .......................................................... 79 4.2.2 Deploying Solutions from templates ................................................................................. 79

4.3 Using Applications ................................................................................................................. 79 5 Datapolis Process System Administration .................................................................................... 80

5.1.1 DPS Activation on Web Applications ................................................................................. 81 5.1.2 List of Deployed Datapolis Workflows .............................................................................. 81 5.1.3 Logging configuration ........................................................................................................ 82 5.1.4 Action Icons ....................................................................................................................... 82 5.1.5 Datapolis Workflows Edit Permissions .............................................................................. 83 5.1.6 Datapolis Solutions Management ..................................................................................... 84 5.1.7 Datapolis Solution Templates Management ..................................................................... 85 5.1.8 Performance Monitor ........................................................................................................ 85 5.1.9 System Settings ................................................................................................................. 91 5.1.10 Manage substitutions .................................................................................................... 94

6 Datapolis Column Protector 2013 ................................................................................................ 96 6.1 Introduction to Datapolis Column Protector 2013................................................................ 96

6.1.1 What is Datapolis Column Protector 2013 for .................................................................. 96 6.1.2 Relations to permissions defined in workflow .................................................................. 96

6.2 Setup...................................................................................................................................... 97 6.2.1 Feature activation ............................................................................................................. 97

6.3 Configuring ............................................................................................................................ 99 6.3.1 Limitations ....................................................................................................................... 100 6.3.2 Enabling Datapolis Column Protector 2013 for content type ......................................... 102 6.3.3 Configuring permissions for columns .............................................................................. 106 6.3.4 Best practices .................................................................................................................. 110

7 Troubleshooting.......................................................................................................................... 111 7.1 Known Errors ....................................................................................................................... 111

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Thank You for Choosing Datapolis Process System We hope that you will find our product useful. If you have any comments or questions regarding Datapolis Process System or this guide, please feel free to contact us. Contact details are included in Troubleshooting section of this document. We will gladly help you solve any issues. Please find some time to read this document, which will guide you through Datapolis Process System functionalities and show you how to use them fully. On User Area www.datapolis.com web page on “My Products” there is section “Datapolis Process System” where you can find “Get Datapolis Process System Trial License” link. Use the button to get 30-days trial license if your installed product version is greater than or equal 4.2.x.x. If your Datapolis Process System or Workbox version is less than 4.2.x.x. 30-days trial license is active by default after product installation. You can generate only one trial license and use it only on one of your environment. In order to use Datapolis Process System after 30 days, you need to purchase and activate a new license. When you have installed the Trial version of Datapolis Process System and you want to continue using it after the trial period, you don’t have to reinstall or reconfigure anything. It is sufficient to purchase and activate either the Standard or Enterprise license. More about licensing can be found in the Setup Guide in the Licensing chapter. The Setup Guide can be found in the same folder as this document. If you encounter any problems while using our product, please refer to the instructions included in Troubleshooting section.

Datapolis Process System is still expanding. While its base functionality is fully tested and stable, we are constantly adding new functionalities with each release. We strongly recommend you to register on http://partner.datapolis.com/, where you will be able to easily track latest Datapolis Process System releases. Also, you will be able to get additional DPS materials and to try our on-line demonstration environment with latest version of DPS.

If you experience any problems with Datapolis Process System, either during installation or when using it, please contact us at http://www.datapolis.com/en/support.

If you are a developer, you can start creating your own activities, functions, controls and make your applications connected to Datapolis Process System. Download SDK, which you can get contacting with us.

If you are interested in purchasing a license, see our licensing information at http://www.datapolis.com/products/sharepoint-workflow-datapolis-process-system2013/licensing-overview

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1 Introduction

1.1 What is Datapolis Process System? Datapolis Process System is an advanced platform designed for creating and managing business processes. It is a practical tool for defining simple document flows, such as flow of invoices, absences, sick leaves or business trips, as well as modeling complex business processes based on company’s IT systems.

1.2 Who is a Datapolis Process System user? Datapolis Process System has been designed for managers and business analysts who create business processes within a company. Using Datapolis Process System does not require programming skills, though the user should have at least basic knowledge of SharePoint Foundation 2013 and/or SharePoint Server 2012.

1.3 See the Tutorials Please view the tutorials available on our web site www.datapolis.com. These tutorials will show you how to use Datapolis Process System in order to create both simple and advanced workflows.

2 Start Creating Workflows!

2.1 Before You Start – Permission Considerations In order to be able to use Datapolis Workflows, user must have certain permission levels set in SharePoint. Below you will find minimal permissions required for specific workflow management and usage tasks:

In order to create a List Workflow, user must have Manage Lists and View Application Pages permissions for the list on which the workflow is to be created.

In order to create a Site Workflow, Reusable Workflow or Globally Reusable Workflow, user must have Manage Permissions, Manage Web Site and View Application Pages permissions assigned for the Site on which the workflow is to be created. In case of Globally Reusable Workflows, the Site will always be the Root Site of the Site Collection.

To properly use lookups to SharePoint entities and Datapolis Process System functions, user should have Use Remote Interfaces permissions, as well as sufficient permissions to access the entity. To use lookups to lists and list items, user should have Manage Lists and Edit Items permissions.

Below you will find a few sets of permission levels that you can assign to users to get a specific behavior:

Manage Lists, Manage Permissions, View Application Pages, Edit Items – will allow user to create and run workflows and workflow actions (although the Workflow Actions icon on Ribbon will be inactive).

Manage Lists, View Application Pages, Edit Items – user will be able to create and run workflows and workflow actions (although the Workflow Actions icon on Ribbon will be inactive).

Manage Lists, View Application Pages, View Items – user will be able to create workflows and launch workflow actions (although the Workflow Actions icon on Ribbon will be inactive), but will not be able to run workflows.

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In general terms, to run a List or Site Workflow, user needs to have Edit Items permission. To execute a workflow action, user needs to have View Items permission.

2.2 Create a Workflow Creating workflows with Datapolis Process System is an easy task. Workflows can be created on SharePoint lists and document libraries – these are called List Workflows. Any user with permissions to manage the list can quickly build and run such a workflow. But workflows can also be created on Sites, instead of single lists. This type of workflows is called Site Workflows. Additionally, there are two more workflow types: Reusable Workflows and Globally Reusable Workflows. Both these types allow you to create workflows to run on specific Content Types, thus allowing you to easily attach a single workflow definition to more than one list. Reusable Workflow can be used within one Site only, while Globally Reusable Workflow can be used within all site of the current Site Collection.

2.2.1 Create a List Workflow

When Datapolis Process System is installed on the SharePoint Farm, a new position in the List Settings menu appears: Datapolis Process System Settings, allowing users to manage workflows on a given list.

Note: More than one workflow can be defined for a given list. All the workflows can be launched simultaneously. Note: Standard SharePoint workflows can still be run on a list where Datapolis Workflows are present. Please also note that, when referring to workflows or workflow management in this document, Datapolis Workflows and functionalities are meant, unless stated otherwise. Datapolis Process System Settings site provides a list of workflows currently defined on a given SharePoint list. To create a new workflow, click the Create Workflow link. After providing a name, graphical workflow designer will open.

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Note: Workflow names must be unique within a site.

2.2.2 Create a Site Workflow

After Datapolis Process System is installed, two new options appear in the Settings menu: “Use Site Workflows” and “Manage Site and Reusable Workflows”.

To create a new Site Workflow, click “Manage Site and Reusable Workflows” and a workflow management page will open. This page allows you to manage three types of workflows: Site, Reusable and, if you are currently on the Root Site of your Site Collection, Globally Reusable.

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The whole page is similar to the one used for managing List Workflows (see 2.2 for more details). To create a new Site Workflow, click the Create site workflow link at the bottom of the Site workflows section:

Designing Site Workflows is generally the same as designing List Workflows, although not every lookup node available for List Workflows is available for Site Workflows. These nodes are: Current list/library and Current item.

2.2.3 Create a Reusable or Globally Reusable Workflow

Both Reusable and Globally Reusable Workflows are created and managed in the same way as Site Workflows. Please note that Globally Reusable Workflows can only be created on the Root Site of the Site Collection.

When creating a Reusable or Globally Reusable workflow, you have to specify the Content Type with which the workflow is to be associated. This means that you can narrow down the types of objects that the workflow can be running on. You can either set a single Content Type or let the workflow run on all Content Types available. Please note that the workflow definition can be associated either with the source Content Type or any Content Types that inherits from it. Designing Reusable Workflows is generally the same as designing List Workflows, although not every lookup node available for List Workflow is available for Site Workflow.

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When building workflow for a Content Type, in lookup nodes: Current item, Current list/library -> Item and Current list/library -> List columns you can only use the columns that are available for that Content Type and the ones that are present on every list (like Title). If you choose to build a workflow for the “All” Content Type, in lookups to current list or current item you will only be able to use columns that are common for all Content Types.

2.2.4 Naming and adding workflow to solution

After you clicked “Create Workflow” you will be send to Naming and adding workflow to solution page.

You can add new workflow to Default Solution, or you can create new solution. To know more about solutions see: Datapolis Solutions and Applications

2.3 Designer Datapolis Workflow Designer is a tool for creating workflows, where you can set up the whole process, along with a number of various conditions, permissions, automated tasks and other elements. Then you can deploy it on your list, where it will be run. While workflow definitions are rather simple, they reflect real processes, however complex they may seem from the outside. The person who designs a process has to learn basic terminology: state, action, activity and permission. Each process hast to start and end somewhere – these are the entry points and exit points, respectively. They are represented as a green (start) and red (end) circles on the diagram. Other workflow elements are: states, actions (transition from state to state), activities (operations which are to be performed by the system when making a transition between states) and permissions. When entering Datapolis Workflow Designer for the first time, you see a plane, empty but a starting and ending points of the process.

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On the left side of the screen is also a toolbar with a set of options used to build the process and manage its properties:

In the top-left corner of the screen is a role toolbar, where you can define new roles to be used in the process and manage existing ones. On the top-right side of the screen is a drop-down menu with support options:

Note: Click the “Support web site” to go to the Datapolis support page, where you can request online training, find all known errors or ask Datapolis helpdesk a question. Use “Report a bug” option if you

Manage workflow variables

Save workflow definition

Check the workflow definition

Set the workflow properties

Go back to SharePoint list

Save and deploy the workflow

Add new decision

Manage workflow procedures

Print workflow diagram

Add new action

Add new state

Pick Applications

Define workflow as Application

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encounter a problem with Datapolis Process System. It will help us improve our product. “Help” opens the help window.

2.3.1 Adding States

States are a logical representation of each phase of a process. It is important to understand that a state defines a general situation in which an object (be it a document or a list item), on which workflow is running, could be placed. For example, a vacation request document could be either approved or rejected, so two phases – and, in effect, workflow states – of the vacation request workflow could be “Request approved” and “Request rejected”. To define a new state in the workflow, click the “Add new state” icon in the toolbar. When you point your mouse cursor on a free space of the design area, an outline of a rectangle will be displayed. Click again in a place where the state should be created. Example: Let us assume that a process of submitting an application will consist of three phases: Filling in an Application, Sent to the manager and Completing Application.

When the process is starting, a person who submits an application should fill in a proper form. State: “Filling in an application”. Next, the form needs to have a manager’s acceptance (State: “Sent to the manager”). Now comes the phase when an application can be accepted, denied or transmitted to complete it (State: “Completing Application”).

When we create a new state, it has a default name of a “New state”. In order to change it, we have to edit the state properties. Either double-click on the state or click a small pencil icon which will appear when you point mouse cursor over the state. The other icons are to remove the state and create a new action.

State properties window looks like the following:

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Here we can do the following:

Name the state and add its description.

Change a color of the state. This will make the diagram more readable, especially when it’s

complex.

Assign permissions to item fields. This allows you to control who should be able to read and

edit each column on a list when a process is in a given state.

Set up self-timers, which allow automating parts of a process and can perform recurring

tasks.

Remove the state from the definition (works the same way as aforementioned “Delete state”

icon).

2.3.2 Adding Actions

Actions represent transitions between states. On the workspace actions are shown as lines connecting connect two states. Actions are launched by users, thus pushing the process forward, along defined path. Actions can be created in two ways:

By clicking the “Add new action” icon in the toolbar.

By clicking the “Add new action” icon displayed on a state.

A small icon will appear next to the mouse cursor. When you move the cursor over a state, a number of connection points will appear. Click one of these and, holding the mouse button, move the cursor to the next state, where you can release the mouse button over the target state’s connection point. Note: Because action represents transition between states, its direction is important. The direction is marked by a small arrow in a circle:

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In other words, it is important that, when creating actions, you begin in a state from which the action should start, and end in a state to which the action should lead. Note: The action coming from the starting point (the “Start” state) is a special action which is always executed when workflow starts. Its standard name is “Initial action” and has disabled permission, execution conditions and launch form management (these functionalities are described later in this document). Action lines can be bent, giving you a degree of control over how the action should be shown in the diagram. To bend an action line, click it in a desired place, then, holding the left mouse button, drag the bending point to a new place. It is useful when you want to keep you workflow diagram readable. Example: For the state “Sent to the manager” we can define several actions: Accept, Deny, Send to complete, Withdraw an application. Launching Accept, Deny or Withdraw an application action ends the process, while launching the Send to complete action causes transition to “Completing application” state.

As was the case with states, you can edit action properties. You can open the properties window by double-clicking the action line or by clicking the “Edit action” icon, which appears when you point the mouse cursor over the action:

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There is also one other icon (“Delete action”) which you can use to remove the action from the diagram. The action properties window looks like this:

Here you can do the following:

Change the action name and description.

Build Action Launch Forms.

Set permissions, specifying users who can launch the action.

Define a set of conditions which must be met in order to launch the action. For example, you might want to allow the action to be launched only on Sunday evening.

Build sequence of activities to be performed when the action executes.

Add custom icon which shows on action launch menu (see Action Ordering and Icons )

2.3.3 Adding Decisions

Decision allows automatically choosing action, which should be launched when condition is met. Example: User1 uploads a file into documents library. The file should enter a proper state (for example “State2”) depending on which department User1 works in. Using decision from screenshot below, with properly defined condition, it is now possible to launch “Action1” and enter “State2”.

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You can add decision by clicking its icon on the toolbar:

Just drag and drop it somewhere in work area and add incoming and at least one outgoing action. To edit decision you need to double click on it or click on pencil icon, appearing when hovering over decision.

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Here you can do the following:

Change name and description of decision

Edit settings for specific actions (“Decision path” form, screenshot below)

With above form, you can:

1. Set the order of actions, 2. Open window to change action execution conditions, 3. Open window to change permissions

How it works: When incoming action is launched condition checking starts for every outgoing action in order provided in "Decision path” form.

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2

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If condition for current action is met then decision checks if user that launched incoming action has permissions to launch current action. If more than one condition is met, only the first action will be launched. If none of the conditions is met, then the last action defined in “Decision path” form will be launched.

2.3.4 Activities

During transition between states, you might want to perform some additional operations, for example send an e-mail to a user who will have a task to perform in the next state. You can achieve this by using activities – small programs performing a given operation or operations. Activities can be set in a desired order, you can also execute activities when certain conditions are met. For all intents and purposes, you can define a whole new workflow – a sequential one. Activities are placed on a special diagram – activity diagram – which can be accessed through the action properties window. Each action can have a unique set of activities.

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Adding activities to the diagram is very simple: you just drag them from the list on the right and drop them on the diagram:

When you have added a new activity to the diagram, you might want to edit the activity’s parameters. Double-click on the activity or click the pencil icon in the top-left corner of the activity. A new window will open:

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In this window you have a brief description of the activity, telling you what operation it performs. You can change activity’s displayed name and set the parameters the activity takes. Some of them might be required (marked with an asterisk) and you must provide them with a value; otherwise the activity will not run properly. You can see a description of each parameter in a tooltip: just point your mouse cursor over the small

icon next to the parameter you want to learn about. You can reuse activities that you have already defined, retaining its parameters, so that you won’t have to set them again. Just drag the chosen activity from the diagram and drop it on the list on the right. The “Clipboard” tab will be opened automatically and your activity will appear on the copied activities list. If you want to use this activity elsewhere, simply drag and drop it from the clipboard to the diagram.

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The clipboard is shared for all actions, so you can copy activities from one action to another. Also, the clipboard is saved with workflow definition, so when you can exit the Designer without losing copied activities.

Loop Activities There might be a situation when you would like to repeat a set of activities several times, for instance when you are processing a number of list items. Building multiple sets of activities may be tiresome, plus it will increase the workflow’s size and decrease its performance. A good idea is to use loops. Loops are activities in which you can nest a set of other activities (including other loops), which will be executed a number of times. In Datapolis Process System there are two loop activities, each being a loop of a different type:

While loop,

For each item loop. The While loop (or simply “Loop”, as the activity is named) iterates for as long as its conditions are met (unless the maximum number of iterations is constricted). The For each activity (or “For each item”) first retrieves a collection of list items that meet defined conditions, and then runs for each of the items. The number of iterations is the number of retrieved items. Note: The items are retrieved only once, at the start of the activity.

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Important: To use the loop activities, you must first enable the WhileActivity type in your web.config file. To do this, navigate to your Web Application’s virtual directory (usually a C:\inetpub\wwwroot\wss\VirtualDirectories\port number on which your Web Application is running). Open the web.config file (you can use Notepad, for it is a text file). Navigate to line: <authorizedType Assembly="System.Workflow.Activities, Version=3.0.0.0, Culture=neutral, PublicKeyToken=31bf3856ad364e35" Namespace="System.Workflow.*" TypeName="WhileActivity" Authorized="False" />

(It should be in configuration/System.Workflow.ComponentModel.WorkflowCompiler/authorizedTypes section.) Change the Authorized attribute from False to True, so that the line will look like: <authorizedType Assembly="System.Workflow.Activities, Version=3.0.0.0, Culture=neutral, PublicKeyToken=31bf3856ad364e35" Namespace="System.Workflow.*" TypeName="WhileActivity" Authorized="True" />

Save the file. Now you should be able to successfully deploy and launch workflows with loop activities. If you do not perform this routine, workflows with loop activities will not deploy. Please note that there is a risk of a severe performance decrease of the whole SharePoint infrastructure if an infinite loop is executed. Make sure that you define loop conditions with care, also be sure to set a maximum allowed number of iterations, which will help to control any unexpected situations.

2.3.5 Variables

Workflow variables are used to store information within the workflow. Thanks to variables it is possible to ask user to provide some data (in our example it might be a reason for rejecting an application) in order to use it somewhere else in the workflow. Some activities return the result of their work, for instance the activity “Add item” returns the ID of the element it created. Variables can be created in the “Workflow variables” window, which can be accessed from the toolbar (“Manage workflow variables”) or through action properties, by clicking the “Manage variables” button on the “Assign variables to action” form.

When adding (or editing) a variable we can define its type (integer, real number, string, date and time, true/false).

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We can also name it the way we chose and provide a small description.

If we want to request user to provide a value for this variable, we need to assign the variable to action. Go to action’s properties window and click the “Launch form” button.

In the following step you can assign variables to action, thus creating Action Launch Form.

2.3.6 Action Launch Forms

Action Launch Form (ALF) is a page that is shown after user clicks an action link on either item’s context menu or item’s view form. With this form, you can request or require user to provide information you can then use within the workflow. This data, as mentioned before, will be stored in workflow variables.

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The following form types are available: Quick Form, InfoPath Form and Custom Form. We can also set the action to run without showing any form – user won’t be asked to confirm action execution. Also, there is the possibility to set the page to which user should be redirected after the action has been successfully launched.

2.3.6.1 Quick Form

Quick Form is the default form type. Even if no action form has been defined for the action, an empty form will be shown prior to action launch. The first step in creating a Quick Form is to assign workflow variables to the action. The variables will hold the data provided by users. The assignment can be done in the “Assign variables to action” window:

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In this form we have the following elements:

List of available workflow variables, i.e. all the variables defined in the workflow and not already assigned to the action. You can assign a variable by either double-clicking it or by clicking the green icon on the right. If you wish to define new variables, click the “Manage variables” button, which will open the “Workflow variables” window described before.

List of assigned workflow variables. For these variables a form will be generated when user launches the action, allowing data to be collected.

Form header and form footer, where you can provide additional elements like form title, instructions to user, etc. You can use HTML and JavaScript, so you can do some advanced formatting, insert images and links, and even embed web applications, for instance Flash or Silverlight.

“Save as template” and “Load from template” buttons, which allow you to save the current action launch form definition – along with all its settings – as a template, which can then be reused in a different action. This functionality is not supported in case of InfoPath forms.

It is important to understand the difference between workflow variables and form fields. Workflow variable is an abstract object where data is stored and from where it can be retrieved and used within the workflow. Form field is a part of user interface, a place where user can enter data that will be assigned to the workflow variable. Fields are generated automatically when user initiates action execution. For each workflow variable assigned to a given action, one field is generated. Each field has a certain type, associated with the kind of data it can gather. This is a simple way to require user to provide specific data. Also, the field will be rendered in such a way to help user in providing valid and well-formatted information. For instance, for the “Date time” field a date picker control will be generated. Note that workflow variables have their own types, so you can use only field types compatible with corresponding variable. For more information on this matter, please see Help: Functionalities -> Action launch form -> Field properties. A sample field can look like this:

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Please note the label and description on the left, which are two of the field’s properties. Each field has a set of properties defining its appearance and data it accepts. These properties can be set in a “Form field properties” window, which can be accessed by double-clicking assigned variable or a pencil icon. The properties window may look like this:

The order in which the fields appear on the form can be explicitly defined. As was said earlier, the fields are generated according to variables assigned to the action. The variables are shown on the “Variables selected as form fields” list in the “Assign variables to action” window. Order in which these variables appear on the list defines the order of the fields on the form. To change the order, simply move the variable to a desired place, which can be done by clicking the arrow icons on the gray bar to the left of each of the assigned variables.

2.3.6.2 InfoPath Form

This form type lets you use an existing, published InfoPath form. Currently this functionality is supported only in Microsoft SharePoint Server 2013 Enterprise. You also have to have the InfoPath Services service running. At the end of this section you will find a tutorial on how to create an InfoPath form that is compatible with Datapolis Process System.

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The form definition window has a drop-down list with all published InfoPath forms found on the current site collection. After selecting the form, a list of its fields will appear. Each field can then be assigned to a workflow variable. Additionally, a default value can be set for each field. Note: The default value for each field can be set both in InfoPath Designer and in Datapolis Workflow Designer. We strongly suggest deciding on either option; otherwise it can cause unpredictable behavior. Each variable can only be associated with one field on the form. It’s also vital to pay close attention to both field and variable types in order to avoid assigning incompatible values to the latter. For instance, consider a situation when a workflow variable of Number type has been associated with a field of Date type. Datapolis Process System supports all standard InfoPath input controls, as well as most standard containers – excluding Choice Group along with Choice Section. Please note that specific controls require specific way of setting the default value.

Text Box and Rich Text Box accept data in any format;

Drop-Down List Box, Combo Box, Multiple-Selection List Box, List Box require that you provide the Value of the specific choice option you wish to set as default. Also, Multiple-Selection List Box can have multiple choices selected at once; to set them, provide their values separated by new line character;

Check Box requires you to provide one of the following values: “true” or “1” is you want the checkbox to be checked, “false” or “0” if not;

Option Button: provide the value of the button you wish to be selected. You can find this value in the “Value when selected” field on Option Button Properties in InfoPath Designer;

Date Picker and Date and Time Picker requires date or date and time values compatible with date and time format set for the control in InfoPath Designer;

Bulleted List, Numbered List and Plain List can have multiple values set; as with Multiple-Selection List Box, simply separate them with new line character;

Person or Group requires you to provide a valid user identifier the field can recognize when looking user up, for instance DOMAIN\account string.

Additionally, when using containers, please take into consideration that users can add and remove field groups dynamically when working with the form, depending on the container functionality. When adding several instances of the specific field group, values from all instances of each field will

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be combined when saving the data on form submit. The values will be separated with new line character. Note: In the InfoPath form which is being used as ALF has been changed, launching actions using this form may cause problems. If such change is necessary, the workflow definition must be updated and redeployed, plus the workflow has to be restarted on all specific items. Below you will find information on how to build InfoPath form that will be compatible with Datapolis Process System. Create a new Blank Form in InfoPath Designer.

Next, add required fields to the form.

Add two buttons: Ok and Cancel.

It is necessary to define behavior for both buttons. For the Ok button, we will want to send form data to the server. To do this, first we must define the connection. Click the “Manage Data Connections” link.

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Add new connection.

Set the connection type to “Submit data”.

Next, select “To the hosting environment, such as an ASP.NET page or a hosting application” as the destination location of the form.

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Now we have to accept the settings.

Close the “Data Connections” window.

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Now we have the connection to the server. Next, we have to declare that the form has to open the connection when the Ok button is clicked. To do this, double-click the button and select “Submit” from Action drop-down on the Ribbon.

Check if the data in the “Submit Options” window is correct and close it.

The Cancel button should close the form. This behavior can be achieved with rules. Double-click the button and click Rules on the Ribbon.

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Set a new action.

Select “Close the form”.

The form can now be published to the server. Select File -> Publish -> SharePoint Server.

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Enter the location of the SharePoint server.

Select the following options:

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Select the location where to save the form. From there we will upload the form.

On the next screen leave the default options and click Next.

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Publish the form by clicking Publish.

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Click Close to complete the procedure.

The form we have created should have the following options selected. We advise you to check if it is so.

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1. The form should have Security Level set to Domain.

2. The form’s compatibility settings should allow it to be displayed as a Web form. Check If in

the Compatibility category Form Type field is set to Web Browser Form.

Now we have to deploy the form on the server. Go to SharePoint Central Administration -> General Application Settings -> Upload form template.

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Using the Browse button select the file to upload.

When the form has been uploaded, it must be activated for the specific Site Collection. There are two ways of accomplishing that –through the Central Administration or the Site collection features page.

1. In Central Administration, go to General Application Settings -> InfoPath Form Services -> Manage Form Templates. In the uploaded form’s context menu select “Activate to a Site Collection”.

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2. To activate the form through the Site settings, go to Site Settings > Site collection features. In the “Site Collection Features” page select button “Activate” next to the form template name.

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The form is now ready to be used. It’s accessible in the chosen Site Collection in FormServerTemplates library: http://{server}/{site_collection}/FormServerTemplates/TheForm.xsn Note: Occasionally when accessing the InfoPath Launch Form you may experience an error message similar to the following:

This error is a known issue of the InfoPath form viewer control, but it does not hamper the form’s functionality. After closing the message, the form can be used normally.

2.3.6.3 Custom Form

Custom Form allows you to use your own page as an Action Launch Form, meaning that you can implement your custom layout and logic. When defining this type of ALF, we have to provide a URL address of the custom page.

The main parameters will be passed to the page in the URL; for instance, if we have a MyForm.aspx page in the C:\\(...)\Web Server Extensions\15\templates\layouts folder, a sample URL will look like:

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http://{server}/MyForm.aspx?List=value1&WorkflowID=value2&ItemID=value3&ActionName=value4&SourceURL=value5&RedirectURL=value6 Here is the list of the parameters:

List – the list’s GUID,

WorkflowID – the workflow instance’s ID,

ItemID – the list item’s ID,

ActionName – the action’s internal name,

SourceURL – URL address of the source page,

RedirectURL – URL address of the page to which users should be redirected.

To programmatically launch an action you can use the appropriate method of WBInterface. More information can be found in Datapolis Process System 2013 SDK.

2.3.7 Workflow Initiation Form

Workflow Initiation Forms (WIFs) are used to set workflow variables with data provided by users when initializing the workflow. WIFs work similarly to Action Launch Forms. There are three types of WIFs: Quick Form, InfoPath Form and Custom Form. To edit the WIF, perform either of the following activities:

Click the edit icon of the first (starting) state,

Click the “Workflow Properties” icon in the toolbox, then click the “Define workflow initiation form” button.

Aside from standard way of providing data on a WIF when starting the workflow from within SharePoint, the data can also be provided when:

The workflow is started by the “Start Workflow” activity,

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The workflow is started using appropriate method of WBInterface (e.g. with the WBInterface sample application; more information can be found in Datapolis Process System SDK).

In a situation when not all fields of the form will be provided with data when the workflow is starting, they will be initialized with default values. For instance, this can occur during autostart when deploying workflow from a list template. Like actions, workflows can be started with custom forms. The main parameters are provided in URL, like with custom ALFs. The following parameters are submitted:

List – the list’s GUID,

TemplateID – the workflow definition’s GUID,

ItemID – the list item’s ID,

SourceURL – URL address of the source page,

RedirectURL – URL address of the page to which users should be redirected.

2.3.8 Lookups and Functions

Lookups allow you to use external data in your workflow. You can use lookups in many places within workflow, for instance in activity parameters, conditions, functions or action launch forms. Lookups are grouped in trees. The most common is the “SharePoint” tree, containing references to your SharePoint content. The “Current” branch allows you to get the data from the item on which the workflow is currently running, from the list this item is created on, from the site of the current list, and also the information about the current user. The “Workflow data” tree contains references to objects within workflow, e.g. roles, and the “Workflow variables” tree allows you to reference workflow variables. For all intents and purposes, lookups in Datapolis Process System work similarly to lookups in SharePoint.

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There is one more tree on the lookup list, called “Functions”. Functions allow you to manipulate data in a way you need. You can, for example, replace a string in a given text, do advanced mathematical calculations or query external database.

Filtered lookups

Filtered lookups return column or user field for single items or collection of items – depending on defined filtering. Because it is possible to choose only one value, in case filtering returns multiple values there are options to select only one or join result into one value. Filtered lookups facilitates operating on objects provided by SharePoint (users, list items).

Assuming applied filter returns more than one item, you can select from returned collection (“Result” field):

“First” – returns value for first item

“Min” – returns the smallest value

“Max” – returns the largest value

“All” – returns all values joined into one, separated by “Separator” char If applied filtering returns more than one item (“First” and “All” options) then you can apply multilevel sorting for the result collection.

2.3.9 Permissions

Datapolis Process System bases his permissions on SharePoint permission model. You have control over which users can initiate which actions and who can edit or read which fields of an item in a given workflow state.

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2.3.9.1 Roles

To simplify permission management, Datapolis Process System introduces workflow roles. Roles are

designed to reflect not the SharePoint’s security settings, but actors involved in the business process.

All workflow roles are available in the top left corner of the designer workspace.

2.3.9.2 Adding New Role

To add a new role, click on the “Add new role” icon.

In the role definition window you can set the role’s name, select a convenient icon and assign

SharePoint users and groups. To do the latter, click the “Edit” button or either the “Included” or

“Excluded” areas.

To define who is to be included in the role and who should be excluded from it, we use the “Change

the membership” window. By default, all users are included in the role (“Assign all users to role” is

selected). If we want to assign only specific users, we should use the search box, enter a part of user

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name and click the “Find” icon. Found users will be shown on the list below. To include user in the

role, click the green icon. To specifically exclude user from the role, click the red icon.

The exclusion option is useful when we want to include in role a group, but without specific users.

Note: You can select the user named “Author of current item”. This user is dynamically assigned

when the workflow starts – it is the user that has created the item on which the current workflow

instance is running on.

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2.3.9.3 Assigning Roles to Actions

To permit users in a role to launch action, simply drag this role from the role container (top left

corner of the designer workspace) and drop it on the action.

Note: By default, each new action has the “All Users” role assigned.

A different way to assign a role to the action is to open “Edit action permissions” window by clicking

the “Permissions” button in “Edit action properties” window.

Here you can permit or deny users in roles executing the action. Simply check or uncheck the

checkboxes next to roles.

Note: When you check the checkbox next to a role, the role is not moved automatically to the

“Permitted” section. It will be displayed in the “Permitted” section only when you confirm your

changes and reopen “Edit action permissions” window.

Note: Users who are not included in roles assigned to action will not be able to launch the action.

2.3.9.4 Assigning Roles to Item Fields

When workflow is in a given state, we can control which users should be able to either view or edit

specific fields of the current item.

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As was the case with action permissions, you can assign roles to state by dragging them from the

roles toolbar and dropping them on state, or by clicking the “Field Permissions” button in “Edit state

properties” window.

Note: “Change form permissions” window works the same way as “Edit action permissions” window.

There is one difference, though: you can edit to which item fields the permission should be granted.

By default, when assigning a role to state, all of the role’s members are granted permissions to both

read and edit all item fields (excluding a workflow column named “[your workflow name] – state”,

which can only be viewed). To distribute permissions in a greater detail, click the pencil icon next to

the role.

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This will open “Edit field permissions” window.

Checking appropriate checkboxes will give either display or display and edit permissions to all users

included in the role.

Note: Giving the “edit” permission implicates giving the “display” permission as well.

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2.3.9.5 Checking Permission Settings

You can easily check which role has permissions to which actions and states. Just hold your mouse cursor over a role and the workflow diagram will change: states and actions to which the role was not assigned will be grayed-out, others will be highlighted.

You can also check which roles has been assigned to a given action or state: simply hold your mouse cursor over an action or a state and roles which has not been assigned to the object will be grayed-out.

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2.3.10 Action Execution Conditions

You can define a set of conditions which must be met in order before the actions could be executed. To define execution conditions, open action properties window and click the “Conditions” button.

A new window will open, where you can define conditions for the action. Clicking the “Add” button will add a new condition. Now you have to define both sides of the condition and select operator. Note: While the left side of the condition cannot be empty, the right one – can.

You can, for example, check if the current date is smaller than the expiry date or if the current user is the author of the item. If you define more than one condition you will be able to choose if all or only one of the conditions must be met. Simply choose “AND” or “OR” logical operator from the dropdown list on left side of the first condition.

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If these conditions are met, action will be displayed to the user. If not, action will be hidden. To remove conditions click the “X” button next to chosen condition. Note: Conditions are complementary to permissions. User must have permissions to the item AND the execution conditions must be met to allow user to execute the action.

2.3.11 Self-Timers

Self-timer is a mechanism which can automatically execute an action when given conditions are met. For instance, you might want to automatically reject an application if it is in a “Sent to a manager” state for over 5 days. Self-timers are defined in a state. For each state you may define more than one self-timer.

To add a new self-timer, simply click the “Add new self-timer” button. To edit an existing one, either double-click it or click the pencil icon. You will enter the “Self-timer definition” window.

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Here you can set the self-timer’s name and action which it should execute. You can only choose from among actions going out of the state for which you are defining the timer. Next, you can define time when the timer should be executed. You can either set a fixed date and time or a time after the workflow enters the state. Note: Minimal time interval is one minute. If you set “0” in “After specified time” field, the timer will be executed immediately. If you find it necessary, you may also define a set of conditions which will have to be met in order for the self-timer to execute selected action. Note: If the action to be executed by a self-timer has its own execution conditions defined, those conditions must be met as well in order for the action to execute.

2.3.12 Action Ordering and Icons

2.3.12.1 Action ordering

Workflow Designer is able to define order in which actions are displayed on the action menu on ribbon and context menu as well. To determine the order, go to state properties and click on “State actions” button. This would open new window, which display list of actions outgoing from state where the button was clicked. Each action have its icon, name and tooltip.

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Now you can change the order of actions by clicking arrows on the left. Actions will be arranged by the order in which they were assigned. If no order was assigned then actions will be arranged by the order in which they were created in the workflow. If a new or existing actions is attached to the state, it will be displayed at the end of existing actions. Window also allows you to open action display settings - to do this click on the pen button on the right.

2.3.12.2 Display settings

Workflow Designer provides ability to choose an icon for the action and action information to the end users as well. Display settings can be defined through “Action appearance” window. You can open it by two ways:

Clicking “Appearance” button on “Edit action properties” window

Clicking pen button on “State actions” window “Action appearance” window looks as follows:

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Here you can set tooltip text and select desired action icon. Click OK to apply changes. Tooltip will be displayed when user points action icon with mouse cursor. The icon you set is displayed on workflow action menu on ribbon (32 x 32 pixels) :

Note: If icon chosen for action was not defined, Datapolis Process System will use default action icon.

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2.3.13 Workflow Properties

Here we can set when new workflow instances should be launched, change workflow’s name and add a short description of what the workflow does.

Note: Clicking the “Save definition to file” button will save current workflow definition to disk. This

way you can back up the workflow definition. You can then import it (even on a different location) by

clicking the “Load definition from file” button.

2.3.14 Workflow Validation

Validation is run automatically when deploying workflow. The definition must be valid, otherwise the deployment operation will be terminated. You can use this function manually as well and see if the workflow is valid.

2.3.15 Procedures

Procedures are used to group activities, not unlike containers in activity diagrams. The main difference between activity containers and procedures is that procedures are defined for the whole workflow, meaning that you can use them in various places. While this can be done by first copying container (along with its activities) to activity clipboard and then copying it from the clipboard to activity diagram of a desired action, the solution has its limitations, namely when a need arises to make changes to a copied activity sequence. In this case, the changes must be done manually in every place the container was copied to. In complex workflows, this can be a daunting task. When you make changes to the sequence of activities defined in a procedure, those changes will have effect in every place the procedure is used, thus vastly simplifying workflow management.

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2.3.15.1 Creating Procedures

Adding a new procedure is an easy task. Using the "Manage procedures" button located on the Designer toolbar, you open a window with a list of all procedures defined for the workflow. Simply click on a "New procedure" button, which will open another window, where you must enter procedure's name. You can also provide a brief description for your needs and define activity sequence ("Edit diagram" button). The sequence is defined in exactly the same way you define activities for actions. Click "Ok" on both "Edit procedure" and "Procedures" windows - and that is all. You have a new procedure you can use in your workflow.

2.3.15.2 Using Procedures

When you open an activity diagram, you will notice a new category on the toolbox: "Procedures". Here are listed all procedures you can use in the current diagram. To use a procedure, simply drag it from the toolbox and drop it in a desired place on the diagram - the same way you add activities. Procedure behaves the same way any other activity. Note: You can place a procedure inside another procedure's activity sequence. Datapolis Workflow Designer will automatically hide all procedures that cannot be put inside the current procedure. This is to prevent the possibility of creating circular references.

2.3.16 Size and Performance

Crucial for any workflow is its performance. In Datapolis Process System, performance is shaped as follows:

Time to start workflow depends on the number of activities in the initiating action.

Action's execution time depends on the number of activities in the action.

Activity's execution time depends on its complexity and the number of lookups used.

Datapolis Workflow Designer's performance depends on workflow's size. We encourage you to apply the following guidelines, which we present here as best practices concerning creating workflows in Datapolis Process System:

Minimize the number of activities used in actions, especially in the initializing action.

Minimize the number of lookups (both to SharePoint objects, functions or the flow elements) used in workflow. If a lookup is used more than once, consider storing its value in variable and use the variable instead.

Frequent changes to variables' values (either using "Set variable" activity or output parameters of other activities) may severely impair workflow's performance. We advise that you modify values of the variables only when necessary. Additionally, we advise you do not use too many variables. If their number exceeds twenty, think about using them for multiple purposes (i.e. storing values from various sources).

Maintain smallest possible size of workflows. o Size up to 1 MB is recommended. o Size between 1 MB and 3 MB is acceptable, though it might cause slower work of

both Datapolis Workflow Designer and deployed workflows. o Size above 3 MB is decidedly not recommended. o In Datapolis Workflow Designer, when saving workflow definition, an alert will

appear when the above thresholds are exceeded.

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o If maintaining small size of workflow is impossible, consider dividing it into a number of smaller workflows.

Remember that Datapolis Process System is built on Windows Workflow Foundation, and therefore inherits all limitations of the platform.

2.3.17 Advanced Workflow Editing

This functionality allows you to provide any value in normally constricted fields (e.g. in activity parameters). You can, for instance, manually enter SharePoint list's URL in "Edit items" activity's "List" field. The functionality is turned on and off on Datapolis Process System Settings page for a given list and can be toggled only by Farm Administrators. Note: The functionality is intended for advanced users who have experience with administrating and developing SharePoint-based solutions. We advise care when using this functionality. Note: When modifying Farm Administrator account, on some environments (especially on multi-server farms) the change might take a while to propagate. This means that the Advanced Workflow Editing checkbox might be still visible for the user who no longer is Farm Administrator, or not visible for user who has just been granted the role. You can try performing iisreset on your farm’s Web Front End servers, which might help the situation. Advanced Workflow Editing This functionality allows

2.3.18 Saving workflow

The option saves the workflow definition to the server. Saving a workflow does not cause its deployment on a list. When we want to save workflow – we will be asked for comment regarding new version. Adding a comment isn’t obligatory but adding this allow you to easy track and manage versions of workflow definition.

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2.3.19 Deploying Workflow

Deployment (previously called “Association”) of a workflow binds it with the list, meaning that new instances of the workflow can be run. Note: Deploying a workflow automatically saves its definition to the server, so there is no need to

save the workflow before deployment.

2.3.20 Workflow definition history

This functionality allows you to manage and view how workflow definition changed in time. History window allows you to view, restore, download and delete workflow definition.

Download – Downloads XAML definition of selected version. Delete – Deletes selected definition version. Restore – Replaces current version of workflow with selected version. Changes done before save will be overwritten. Preview – Allows to inspect workflow in read-only mode with Designer. Read-only mode restrict user from editing workflow definition, but allows to fully navigate through states, actions and activities which helps user to discover definition better:

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Pic 1 – Read Only Designer

2.3.21 Applications

Applications are started when workflow reaches state. Every state can start many instances of applications simultaneously. Every application contains its own functionality and communicates with workflow by its input and output parameters. You can use Datapolis Applications to combine generic processes and procedures such as booking a conference room or purchasing fixed assets then use them in workflows distributed throughout your organization.

Examples of Applications:

- Create task for user. - Run job in external system (eg. SAP, Sales Force, Microsoft Dynamics etc.) - Run SharePoint Timer Job.

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Datapolis Process System allows you to declare any workflow as Application (see: Declare Workflow as Application).

2.3.22 Declare workflow as Application

Note: This functionality is available only in Workflows&Applications edition. To declare existing workflow as application – make sure that you are editing list workflow, then click “Share as Application” button on toolbar (page 9)

When you specified Application name and Description – Application is ready for first publish. All workflow applications are visible for other workflows when workflow which is declared as application is associated to list. Note: Any workflow defined as Application – can’t we invoked by creating new item event on list. All workflows which are declared as applications – are indicated by their solution icon and application name in bottom left side of designer:

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After successful deployment of workflow:

Our application will be visible in other workflows (considering that current user got permissions to solution which is containing application):

2.3.23 Private Applications

Private applications are kind of Applications which are visible only in their own solution, ever if user from other solution got permissions to it. Private applications are used mostly as supporting blocks of bigger Applications. To declare Application as Private Application check “Is Private” checkbox on Share as application form.

2.3.24 Using application in workflow

To invoke applications from state – at first we must pick them from applications catalog. Applications catalog is defined under “Manage Workflow Applications” button in main toolbar.

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After that, Applications will be available in top-right side of designer:

To add application to Workflow State – just drag & drop into state. The Application icon will appear near Workflow State.

All Applications which were added to state are also available in list form. To navigate here open State Properties -> Applications:

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Here you can also:

- Choose activities that will be run after any application instance is finished. - Choose conditions which will be run after any application instance is finished. First action for

which conditions match will be run. - Add new Application Instance to State - Delete existing application Instance

To edit Application Instance click “Edit” button next to picked Application Instance. The edit application form shows:

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On this form you can Change Application Instance Name, bind Application output parameters to workflow variables or specify Application Input Parameters. You can also specify if this application is ran in multiple instances or single instance. Properly filled application parameters will look like this:

In this example “Invoice ID” is created from lookup and it’s matched to Workflow Instance ID, “Product ID” is defined as fixed number and Due Date is based on Current Date. When application

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finish itself – value in output Parameter “Notes” will be binded to workflow variable “Notes” and later used in workflow. In some cases like sending invoice to all customers or creating applications for many employees – we can use Multiple Instances functionality. To use it just pick “Multiple Instances” radio button:

After selecting Multiple Instances – Instances Number Textbox will be activated. Instances Count will be passed by this Textbox. Last but not least, there is special type of lookup specialized for passing current instance number called Current Application Index. It can be found as lookup in Workflow Data -> Workflow Info -> Current Application Index:

Note: Current Application Index is send only on application parameter and it starts from 1.

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2.3.25 Application Start Conditions

Application start conditions allows you to define a set of conditions which must be met before an application can be started. The application will not be started if the condition is not satisfied. This allows you to control which applications start when a workflow reaches a state. To define application start conditions, open state properties window and click the “Applications” button.

In the applications window click “Edit application” button for the application that you choose to have a condition.

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In the “Edit Application” window click “Define conditions” button.

In the “Application Conditions” window you can add conditions and set what is the relation between them. To add a condition click “Add” button. To remove a condition click “X” button on the right.

Lookup fields and the dropdown in the middle allow you to define conditions for the application. The dropdown on the left (with “And” and “Or” options) defines a relation between conditions. When you choose “And” then all the conditions must be met, if you choose “Or” then only one must be met to start the application. To save the conditions, click “OK” button and accept all the changes. In workflow history you can check which applications were started and which did not meet the start condition.

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2.3.26 Application Usage and History

After Application is defined in our workflow – it should be available also in workflow history:

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Every Application got their state (Starting, In Progress, Finished and Error Occurred). Under every workflow Application is URL which redirects user to History/Details Page. When Application is in “In Progress” or “Finished” state the Input Parameters are visible in history. Output parameters are visible in history when application is finished. Note: Every time when workflow application instance is invoked – Datapolis Process System creates new item on list where workflow is associated. This item is also created on MS Office Document Content Type template *.dotx, *.xlsx or *.potx.

3 How to Use Datapolis Process System?

3.1 List Workflows When the workflow is created and successfully deployed, we can start working on the SharePoint list on which it was deployed. In our example we assumed that the workflow will begin automatically after creating a new element on the list.

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Note: If the workflow was set to be run manually, select the “Workflows” option from the context menu of the list item’s context menu and launch a new workflow instance on the item. The workflow will start and after a short while it will enter the first state (“Filling in an application” in our example). Here it will wait until an authorized user launches an action which will lead it to the next state.

3.1.1 Workflow Column

A list with a workflow running has two additional columns which are created automatically when a workflow starts for the first time. One column, named after a workflow (“Applications” and “Services” on the illustration below), is a standard SharePoint column, showing the general state of a workflow (i.e. “Starting”, “In progress”, “Completed” or “Error occurred”). The other is Datapolis Process System column (named “workflow_name – state”) and shows the exact state in which the item currently is within a workflow. These states are the states we have defined in Datapolis Workflow Designer.

The columns are visible on a list view but they are not visible on the item view and edit forms. If on a list there is more than one workflow running, each of the workflows creates its own columns.

3.1.2 Item Context Menu

Datapolis Process System gives you the possibility to launch workflow actions from item’s context menu. It contains all workflow actions which user can launch in a given workflow state. If more than one workflow are running on the item, their actions will be in the context menu as well.

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Actions can also be launched from the item view form. They are displayed in the toolbar in the same way as they are shown in the workflow action menu on the ribbon.

3.1.3 Action Launch Form

When launching an action, user is shown a launch page (see chapter 2.2.5). Here the user can provide required information which will be used in the workflow.

On the illustration above, the field “Budget” is required (marked with a red asterisk). Only when a valid value in this field is provided the action could be launched.

3.1.4 Bulk Action Launch

Datapolis Process System provides ability to start the same action of the same workflow for multiple chosen items.

3.1.4.1 Performing Bulk Action Launch

To perform bulk action launch, do the following

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View the list that contains items with started workflow.

Choose items by selecting them using standard item selection checkbox.

Choose from the “Workflow actions” button menu on the “Elements” ribbon a common action to launch for all selected items.

If action has an assigned form, then one form is being displayed for all chosen items. Fill the form and confirm action launch.

System changes state for all selected items to “Changing state”. It means that these items are in the process of having their actions launched.

Actions launch for all selected items.

Note: Action menu displays only those actions that are common for all selected items and that have attribute “Allow bulk action launch” set to true or have the action form turned off. Note: After picking action to launch, Datapolis Process System will take into account form settings for the first of the selected items. Note: If you are using custom action forms then bulk action launch passes “WorkflowIDs” and “ItemIDs” parameters instead of “WorkflowID” and “ItemID”.

3.1.4.2 Enabling Bulk Action Launch

To enable or disable bulk action launch on actions with forms, check the “Allow bulk action launch” checkbox on the form design window.

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3.1.4.3 Bulk action launch threshold

Actions can be launched both synchronously and asynchronously. “Web.config” file includes attribute “Datapolis.Workbox.SynchronousActionLaunchThreshold” that allows defining synchronous action launch threshold. It indicates how many actions can be launched synchronously. Performing bulk action on more elements that is set in attribute causes asynchronous start for all items. Note: Specify value greater than „2”, lower values will be ignored.

3.1.5 Workflow History

In any moment when workflow is running (and when it has ended) we can check its history. Here we will find various information about the process, how it worked, who launched which action, in which state the workflow waited most time, etc.

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If you have sufficient permissions, you can also see the details of any action: what activities were launched and with what parameters, check if there were errors or warnings, what values they returned. You can also view what values were provided in action launch forms. This information allows you to monitor the process, determine bottlenecks and, when developing the workflow, helps you to detect errors.

Future versions of Datapolis Process System will be backward compatible, so a new installation won`t destroy all the work that`s been done.

3.2 Site Workflows In general terms, Site Workflows perform in a similar way to List Workflows. The difference is in the scope in which they operate – while List Workflows run on items of the list on which they are deployed, Site Workflows don’t run on any specific entity; they just exist within the Site where they are deployed and perform their tasks. After deploying a Site Workflow, it must be launched manually. Site Workflows cannot start automatically.

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To launch a workflow, you have to navigate to Use Site Workflows page, which is accessible through Site Actions menu:

The page will list any Site Workflow currently running within the Site. You can easily check the workflow’s state and history in the same way you access the information for List Workflows (see 3.1 for more information). Actions can be launched by opening the workflow’s context menu. To either start a new workflow or view completed workflows, click Start new site workflow or check historical workflows:

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3.3 Reusable Workflows Deploying Reusable Workflow means that it becomes available as a SharePoint workflow (List settings -> Workflow settings) for the selected content type. (To have access to all workflows associated with content types, you have to enable management of content types in the list’s Advanced Settings.) When the new Reusable Workflow’s definition is deployed, it can then be used as a regular SharePoint reusable workflow (like applying it to lists and content types with available SharePoint tools).

3.4 Tasks Web Part Datapolis Process System since version 4.0 supports showing workflows interesting for current user in one place. This is supported by Datapolis Process System Tasks Web Part. It shows every workflow where current user is directly added to at least one role which is used in at least one action in actual workflow state. You may add this Web Part from Ribbon:

Then you can see interesting workflows with item title on which that workflows work. You can also list available actions.

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Warning: Before you start working with tasks web part – make sure you activated site collection feature Datapolis Process System

3.5 Substitutions Substitutions in Datapolis Process System allow users to make actions in Datapolis workflows in the name of other users. Consider the workflow below:

There is a group “Allowed users” which contains a user “WB2013-DEV-DS\Administrator”. In the “Waiting” state there are two actions – “Finish” and “Special action”. “Special action” can be ran only by users in the “Allowed users” group. In a normal situation only “WB2013-DEV-DS\Administrator” user would be able to run “Special action”, which in case of his absence may cause problems and delays. To avoid such situation we set a substitution of “WB2013-DEV-DS\Administrator” by another user (in this example “WB2013-DEV-DS\Administrator” is substituted by “DEV\Administrator”). Note: Datapolis substitution are configured in SharePoint Central Administration - 5.1.10 When an instance of the workflow reaches the “Waiting” state, “DEV\Administrator” will be able to run the “Special action” in the name of “WB2013-DEV-DS\Administrator”.

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When the user chooses the substituted user’s action, he is redirected to the “make action” page where he can confirm his choice.

After the user clicks the “Confirm” button, the action will be ran like it was done by the substituted user. In the workflow history there is an information about the user who launched the action and information about the substituted user if the action was launched in his name.

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3.6 Reporting Service Datapolis Process System offers a reporting service, which allows gathering extensive information about workflows currently running, as well as those started in the past. The module consists of Web Service and provides data in XML format. It can then be used in third-party reporting solutions, such as SQL Reporting Service, or utilized in custom solutions. The Web Service is located at the following address: http://web_application_address/site_collection/site/_layouts/Datapolis.WorkBox/WBReport.asmx. It contains the following web methods:

GetUserActions,

GetStartedWorkflows,

GetLaunchedAction. Below is a brief description of the above methods. More information about the reporting service can be found in Datapolis Process System SDK documentation, which can be found on Datapolis web site.

3.6.1 GetUserActions

The method returns information on actions (in all workflows) available for a given user. Depending on provided scope, workflows present in the whole SharePoint farm, Web Application, site collection, site or a list are included in search. If no user was provided to the method, actions of the user launching the method will be returned.

3.6.2 GetStartedWorfklows

The method returns information on workflows started within a defined period of time. Like in GetUserActions method’s case, a scope can be defined, narrowing the search conditions down to workflows present in the whole SharePoint farm, Web Application, site collection, site or a list.

3.6.3 GetLaunchedActions

The method returns information on actions launched by all users in all workflows in a given scope (the whole SharePoint farm, Web Application, site collection, site or a list) and in a defined period of time.

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4 Datapolis Solutions and Applications

4.1 Introductions to Solutions and Applications Datapolis Process System allows you to create and manage Datapolis Solutions and Datapolis Applications. Datapolis Solutions is container for objects (like Datapolis Workflows, Datapolis Applications or even SharePoint Objects like web parts or master pages). It may contain any number of such objects, especially it may not contain any. Datapolis Application is object that has defined functionality, location, inputs and output and. Every Application has to be a part of Solution. Datapolis Application Instance is object that represents single run of related Datapolis Application. Users may choose Application, provide inputs values and start its instance. This instance works asynchronously and after finish it returns outputs, which are based on particular Application Instance work. Below schema represent relations between above objects:

Solution

Application 1 Application N

ApplicationInstance 1

ApplicationInstance N

ApplicationInstance 1

ApplicationInstance N

Examples:

Solution may be a site with workflows. Some of workflows may be applications.

Solution may be just a group of Applications.

Solution may be a list.

Application may be a Workflow defined on some list on particular web site. Note: Every Solution and its Applications are specified objects. They are not templates. They does exist somewhere on SharePoint Farm or outside it.

4.2 Creating Solutions and Applications There are two main ways of creating Solutions and Applications. You may:

create new Datapolis Solutions and Applications manually

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or

You may deploy Solutions from templates provided by Datapolis or 3rd party producer.

4.2.1 Creating new Datapolis Solutions and Applications

When you are adding new Datapolis Workflow you have to choose to which solution it will belong. You are able there to create new Solution. Every list workflow can be shared as Application (this functionality is available only with Datapolis Process System Workflow&Application Edition License). It may be done through Datapolis Workflow Designer where you can define its inputs and outputs.

4.2.2 Deploying Solutions from templates

You can install new Solution Template in your farm. Then through Central Administration you can deploy this Solution with its Applications to your farm. Way, method, place and time of deploying is related to Solution type and is configured and developed by Solution producer. Developing custom Solution Templates is described in Datapolis Process System SDK.

4.3 Using Applications Whether Solution and its Application was created by adding new Workflow and sharing it as Application or by using 3rd party Solution Template you may use Application from this Solution. In most typical way of using Applications - you have a Workflow, where you would like to use Application, which also is a Workflow:

In this case you open your Workflow, choose Solution, then Application and put it on state, where you would like it to be started, you configure inputs and outputs (which workflow variables will be provided to Application and which will be filled when it will be finished). Then just deploy workflow.

When Workflow Instance is running and goes to state, where Application is used, it starts that Applications. Then, when Application is finished, it fills variables basing on Application outputs, launches defined by workflow creator activities and conditions, and finally if conditions match, launch some action.

Launched Application, which in this case is also Workflow, when is started adds new item to lists and starts workflow. When workflow is finished Application is also finished and returns outputs.

In the time Application (or even Applications – it can be more than one in one state) works user can normally use workflow. If she/he launch action those Application will be terminated.

Usage of applications is described in details at Designer - Applications Below schema shows typical way of using Applications:

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Application Instance

Add Item

Workflow Instance

Some State

Start Workflow

Workflow finished

Further information about working with Solution and Application is described in Designer - Applications, Datapolis Workflows Edit Permissions, Datapolis Solutions Management, Datapolis Solution Templates Management

5 Datapolis Process System Administration Datapolis Process System can be configured and managed thru SharePoint Central Administration. This section describes all of Datapolis Process System options and functions that are available on administration pages.

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5.1.1 DPS Activation on Web Applications

This module allows fast deployment of Datapolis Process System farm solution to single web application or on whole farm. Using this module allows administrator to skip deployment of Datapolis Process System by Datapolis Installer.

5.1.2 List of Deployed Datapolis Workflows

This page shows information about workflow deployments for list or site – on freely chosen site. Site is selected by choosing web application, site collection and targeted web. Page shows info about number of instances of specified workflow, who last modified workflow definition. There is also option for opening workflow administration page for specified list/site. For each workflow – administrator can perform undo check-out operation.

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This page is also available for site collection administrator from site settings page:

5.1.3 Logging configuration

This page controls the severity of events captured in the Windows event log and the trace logs. As the severity decreases, the number of events logged will increase. With this page you can set logging level from verbose (most detailed version) to Unexpected (only critical exceptions).

5.1.4 Action Icons

This page allows administrator to add custom icons for actions. Icons added by this page are globally available on all web front-ends in Farm.

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After upload – icon is available for Datapolis Workflow Designer users:

5.1.5 Datapolis Workflows Edit Permissions

This page allows to set availability of editing and deploying workflows on selected web applications and site collections.

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You can easy choose on which site collections there should be possibility to edit Datapolis Workflows (Existing scopes permissions). You can also choose how Datapolis Process System should behave on newly created site collections or on web applications where Datapolis Process System is activated (New scopes permissions).

5.1.6 Datapolis Solutions Management

Note: This functionality is available for “Workflow & Applications Edition” of Datapolis Process System. On this page you can review all solutions deployed in this farm, check their status and template from which they were created.

When you click on Share and settings button of specified solution – Share and Settings page of Solution Shows up:

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Here you can set users that are allowed to add workflows to this solution. The sections “New scopes permissions” and “Existing scopes permissions” are the same as in Datapolis Workflows Edit Permissions but are scoped to selected solution.

5.1.7 Datapolis Solution Templates Management

In this page you can manage all available solution templates in this Farm. It includes built-in Datapolis Default Template, Datapolis Site Solution Template and all templates provided to you by 3rd party companies.

You can also check all deployments for specified solution or go to deployment page of solution. Note: Deployment page can appear differently for custom solutions.

5.1.8 Performance Monitor

The diagnostics module can collect data and logs from across any activities within any workflow. You can create diagnostic reports for troubleshooting issues and supporting broader process objectives.

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Performance monitoring reports includes graphs and other visual tools to help manage simple or complex process systems effectively and efficiently. To start Performance Monitoring go to Performance Monitor Configuration Page:

5.1.8.1 Performance Monitor Configuration

On this page you can define on what sites Performance Monitor should be activated. Note that when Performance Monitor is enabled - it might slightly decrease overall performance of SharePoint farm, so use it as a tool to monitor specific scenarios or processes.

The second section summarizes count of performance monitor rows in database and cleans it between specific dates:

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Note: Performance monitor is monitoring functionalities connected to Datapolis workflows such as:

- Init form rendering time - Action form rendering time - Workflow action execution time - Workflow activity execution time - Lookup execution time

After we started Performance monitor and he recorded selected Datapolis workflows work, we can generate reports by Performance Monitor Reports Page:

5.1.8.2 Workflow Instance Report

First type of Performance monitor report is connected to specific Datapolis Workflow Instance Report. It allows you to scope observation to one specific workflow instance. To start creating report for specific instance – we need its ID in form of GUID. Easy way to obtain ID of workflow instance is to go to history page of workflow and copy Workflow Instance ID from URL:

URL should look like this: http://intranet/_layouts/15/WrkStat.aspx?List=b9d891fc-c0e9-4ebb-9b64-142687cc7de6&WorkflowInstanceID=%7b5A4889E6%2d2156%2d4700%2dA528%2dB425678EF68B%7d After copying ID we need to reformat it as GUID:

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%7b5A4889E6%2d2156%2d4700%2dA528%2dB425678EF68B%7d Into: {5A4889E6-2156-4700-A528-B425678EF68B} (%7b is encoded to ‘{‘, %2d to ‘–‘and %7d to ‘}’). After pasting GUID into form and clicking Generate button our report will look like this:

We can also export our content to xls or csv and use it with our own analytical tools like Excel.

5.1.8.3 Average Times Report

Second type of workflow Performance Report is Average Times Report – it allows you to check average times (in milliseconds) for specific workflow association. You can select association by selecting specific site and then picking association or by directly pasting association ID into textbox. It’s worth to notice that report can be scoped into specific time period.

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5.1.8.4 Custom Report

The most versatile and configurable type of report is Custom Report. It allows you to create data table by selecting types of columns adding filters/where clause conditions or manually editing SQL SELECT Statement. To better know how to query performance monitor table in database, please check out Datapolis Process System SDK. To start with Custom Reporting select column for report:

Then Add Filters to condition:

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After clicking “Generate Button” Custom Report Table will show up:

All custom report tables can be exported to XLS or CSV.

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5.1.9 System Settings

In this page you can control system settings of Datapolis Process System, e.g you can define settings for the Datapolis timer jobs.

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There are four types of Datapolis jobs that can be configured here:

1. Tasks Timer Job Timer executes Datapolis tasks, actions and self-timers. It also starts and terminates Datapolis applications. It is advised to have at least one “Minutes” job of this type. Minimum number of instances: 0 Maximum number of instances: 30

2. Synchronization Timer Job Ensures integrity of SharePoint and Datapolis databases. Minimum number of instances: 0 Maximum number of instances: 1

3. Cleaner Timer Job Removes terminated tasks and old history events. It removes history events for missing SharePoint objects and clears old configuration. Minimum number of instances: 0 Maximum number of instances: 1 This job has additional configuration that is shared between all instances. Leaving a field empty will make the corresponding part of the job functionality to be disabled.

4. Workflow Status Timer Job It removes WBXml records for nonexistent/corrupted/terminated/removed workflows. Minimum number of instances: 0 Maximum number of instances: 1 Although all the timer job definitions have the minimum number of instances equal to 0, it is advised that there is at least one job of each type.

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To add a new instance of the job click on the “Add job” or a “Copy” button next to an existing row. If the maximum number of instances is reached, then those button are not available.

Each job instance can be scheduled as “Minutes”, “Hourly”, “Daily” or “Weekly” job and each must have a different name. Remember that to the name of Datapolis jobs there is a “Datapolis ” prefix added. For each instance you can also choose on which server the job will run. In the servers dropdown list there are only those servers, that have “Microsoft SharePoint Foundation Web Application” and “Microsoft SharePoint Foundation Workflow Timer Service” services started. In case of problems with running workflows, please make sure that the services are started on the selected server. To restore default instances click on the “Restore default” button – this does not restored common settings for the job type. To remove a job instance click “X” button on the right. To accept changes made in this page click “OK” button at the bottom of the page. To cancel changes click “Cancel” button at the bottom of the page. New settings need more or less a one minute to propagate after the “OK” button is clicked and during this time, there will be an information at the top of the page.

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5.1.10 Manage substitutions

Datapolis substitutions allow set which users can launch workflow actions in the name of other users. Substitutions are configured in “Manage substitutions” page in Central Administration.

To add a new substitution click “new substitution”. A new substitution form will appear, in which all the fields must be filled.

Provide following information:

name or e-mail address of the substituted user

name or e-mail address of the user who is substituting (or “Everyone”)

scope in which the substitution is valid Substitution can have many scopes (at the same time), e.g. farm, web application pool, site collection, site or a list.

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start date of the substitution

end date of the substitution When the data is provided, click “OK” button at the bottom of the page to submit the substitution. After the button is clicked, the user will be redirected to the list of substitutions.

To remove a substitution click “X” button on the right. By clicking a button in the “Details” column you can view detailed information of the substitution.

You can change a view of the substitutions list to all, active, planned, finished and removed.

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6 Datapolis Column Protector 2013

6.1 Introduction to Datapolis Column Protector 2013

6.1.1 What is Datapolis Column Protector 2013 for

“Datapolis Column Protector 2013” is designated for hiding columns on a list or document library views and corresponding form fields: View Item, Edit Item and Add New Item. It also allows forbidding edit permissions for form fields which are still visible. You can revoke edit and display permissions for any users or user groups. Note: The “Datapolis Column Protector 2013” purpose is not to increase existing edit or display permissions, it’s only for ‘covering’ them. If you want to grant specified user or group permissions simply configure the SharePoint list, site or site collection on the appropriate settings page.

6.1.2 Relations to permissions defined in workflow

“Datapolis Process System” allows for creating workflows and defining which users are allowed to display or edit an element fields with workflow running on it in the particular states of the workflow but you should consider following:

To make the permission management described in chapter “Assigning Roles to Item Fields” possible, the „Datapolis Column Protector 2013” feature must be activated;

If there is only one running workflow on the element, then only restrictions in permissions defined in the workflow are working and „Datapolis Column Protector 2013” restrictions in permissions defined for current list or library are not working at this time;

If there are few running workflows on the element, then restrictions in permissions defined in workflows are aggregating but the „Datapolis Column Protector 2013” restrictions defined for current list or library are ignored;

If there is no running workflow on the element (that is, before workflow starts or after workflow ends on specified element), then only „Datapolis Column Protector 2013” restrictions in permissions defined for current list or library are working.

“Datapolis Column Protector” is a part of described above solution (Datapolis Process System) designed for managing business processes and document flows on SharePoint.

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6.2 Setup

6.2.1 Feature activation

“Datapolis Column Protector 2013” feature is active after the setup „Datapolis Process System” product, and you can use it right away. Note: If you reinstall “Datapolis Process System” using “Repair” option in the setup wizard, the all feature states will be maintained – activated features will be active, deactivated will be inactive. If feature was deactivated or the setup was unable to activate the feature, you need to activate “Datapolis Column Protector 2013” feature before you can use it. If you don’t see link to “Datapolis Column Protector 2013” administration on SharePoint list settings menu, then probably you need to activate it for the site that hosts this list. Note: To activate feature you need “Manage Web Site” permissions on the current site. To activate the feature:

1. Go to “Site settings” administration page. Choose “Site settings” from “Settings” menu on the top right side.

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2. On the “Site Settings” page click “Manage site features” link in the right column with “Site Actions” header.

3. See if status of “Datapolis Column Protector 2013” is “Active”.

4. If feature is not active, click “Activate” button to activate the “Datapolis Column Protector 2013” feature.

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6.3 Configuring „Datapolis Column Protector 2013” is configured for each list or document library separately. It provides two types of permissions – “Allow display” and “Allow edit and display”:

“Allow display” permission allows specified users to view data on a View Item and Edit Item form fields and particular columns (including attachments) on the list view. Fields where user has only “Allow display” permission are read only on the Edit Item form and they are invisible on Add New Item form.

“Allow edit and display” permission allows specified users to view data on View Item form and defined list columns on list views, as well as to add and change data on Item Edit and Add New Item forms.

If user has neither of these two permissions, then he/she is not allowed to view the column on both item forms and list views.

If user has both “Allow display” and “Allow edit and display” permissions to the same column, then the user effectively has “Allow edit and display” permission to this column.

Permissions are effective for:

SharePoint item forms (View Item; Edit Item; Add New Item),

SharePoint list views,

SharePoint alerts (newly created as well as those existing before the product installation),

SharePoint list item attachments,

Data exported from SharePoint to Microsoft Office Excel and Microsoft Office Access,

Microsoft Office Access with SharePoint communication and synchronization,

SharePoint lists Web Services.

This means that „Datapolis Column Protector 2013” fully secures and gives you a greater degree of control over your list-stored data.

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6.3.1 Limitations

1. „Datapolis Column Protector 2013” works only with Web Parts with full toolbar. „Datapolis Column Protector 2013” protects only these list view Web Parts which have Toolbar Type set to “Full Toolbar”. Due to SharePoint API’s limitation, current version of „Datapolis Column Protector 2013” does not support list view Web Parts that have summary toolbar or no toolbar. Remember to enable full toolbar on list view Web Parts for the list you want to protect.

2. „Datapolis Column Protector 2013” does not work with Data View Web Parts.

3. „Datapolis Column Protector 2013” does not protect metadata in documents opened with external applications (e.g. Microsoft Office Word).

4. „Datapolis Column Protector 2013” does not work with Wiki libraries.

5. „Datapolis Column Protector 2013” does not support RSS feeds.

6. „Datapolis Column Protector 2013” does not work for search results. Search uses standard SharePoint security mechanisms and „Datapolis Column Protector 2013” settings do not affect search results.

7. „Datapolis Column Protector 2013” supports only standard SharePoint elements. Third-party and custom-built forms, Web Parts, controls and other elements most likely won’t be affected by „Datapolis Column Protector 2013” permissions (e.g. InfoPath forms, all elements modified by SharePoint Designer).

8. To configure „Datapolis Column Protector 2013” user must have “Manage List” permission for the list. User must be granted “Manage List” permissions for the list to be able to use „Datapolis Column Protector 2013” Administration pages. Note: If the list is inheriting permissions from its parent site, user needs “Enumerate Permissions” for the site.

9. „Datapolis Column Protector 2013” shows all columns to users with Manage List permissions. „Datapolis Column Protector 2013” shows all columns to users with Manage List permissions for given list. In other words, „Datapolis Column Protector 2013” is transparent to these users and column permission settings do not apply to them. This is the default setting which can be changed in the „Datapolis Column Protector 2013” settings page.

10. „Datapolis Column Protector 2013” does not synchronize its permission settings with list permissions. If you change list permissions, it will not influence „Datapolis Column Protector 2013” permissions. Using „Datapolis Column Protector 2013” it is possible to assign column permissions to a user for a list to which the user has no access. However, „Datapolis Column Protector 2013” permissions will not grant the user access to the list.

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11. Calendar Views and Gantt View limitations. For users who don’t have permission to view any of the Calendar or Gantt columns views are disabled. Such users will only see the following information:

12. “Title” column limitations:

„Datapolis Column Protector 2013” does not hide the “Title” column in Datasheet view;

„Datapolis Column Protector 2013” does not hide link to item with its “Title” in SharePoint alerts.

In general: hiding item’s “Title” (or document’s ”Name”) field is a bad practice, because in most cases it works as item’s identifier.

13. „Datapolis Column Protector 2013” does not work with list and web templates. Creating list or web from template on which „Datapolis Column Protector 2013” was running will cause that, all settings made through „Datapolis Column Protector 2013” will be reset.

14. Microsoft Office Access limitations:

Microsoft Access does not support read-only setting for attachments. If by using „Datapolis Column Protector 2013” you set attachments on a list to be read only (by granting only the “Allow display” permission), in Microsoft Access he/she still will be able to add and remove attachments. Such modifications to attachments will be, however, cancelled on a different level, even though Access still shows differently.

If a user has his/hers permission to edit a column revoked while he/she is working in Access, the user will still be able to make changes in the column, but those changes will be cancelled on a different level.

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6.3.2 Enabling Datapolis Column Protector 2013 for content type

1. On a page containing list with full toolbar, click “List” tab on the ribbon.

2. Then in the “Settings” group find button “Datapolis Column Protector Settings” and click it.

or click “List Settings” button and on the “List Settings” page click “SharePoint Column Protector” link in the “Permissions and Management” section.

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3. On main „Datapolis Column Protector 2013” page you can choose which content types use „Datapolis Column Protector” to manage column permissions.

4. If „Datapolis Column Protector” is disabled for given content type, then its status is “Off”.

5. To enable „Datapolis Column Protector 2013” for this content type click “Enable” link for this content type.

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6. To enable „Datapolis Column Protector 2013” for all content types click “Enable all” link above content type list.

7. To manage column permissions for chosen content type, click “Edit” icon next to this content type. Notice: „Datapolis Column Protector 2013” must be enabled for given content type to manage permissions.

8. You can disable „Datapolis Column Protector 2013” for content type, by clicking “Disable” link next to the content type. To disable „Datapolis Column Protector 2013” for all content types on this list, click “Disable all” link. Disabling „Datapolis Column Protector 2013” will not reset settings – if you enable „Datapolis Column Protector 2013” again, all permission settings will be kept.

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9. You can set at what level of user permissions „Datapolis Column Protector 2013” column permissions should be ignored. If you want that columns visibility which was set in „Datapolis Column Protector 2013” is applied to all users, choose “None”. If you want that Site Collection Administrators can see whole list and omit in this „Datapolis Column Protector 2013” security settings, chose “Site Collection Administrators”. Setting “Manage Lists permissions” level will allow users with Manage Lists permissions level to this particular list to see its whole content, ignoring in this „Datapolis Column Protector 2013” security settings.

Note: To manage „Datapolis Column Protector 2013” settings user must have at least Manage Lists permission level for the list and setting „Ignore Datapolis Column Protector settings level” to “None” or “Site Collection Administrator” has no impact on this – users with Manage Lists permission level for this list can still modify „Datapolis Column Protector 2013” settings. Note: „Ignore Datapolis Column Protector settings level” is set per list. Setting one option on one list will not change settings of this option on different list.

10. If you want to reset „Datapolis Column Protector 2013” settings for this list click “Reset permissions” button – this will delete settings for each column for each content type on this list and disable „Datapolis Column Protector 2013” for all content types on this list.

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6.3.3 Configuring permissions for columns

6.3.3.1 Administration page

‘Setting permissions for each column of particular content type’ page (to manage column permissions for chosen content type, click “Edit” icon next to this content type) consists of following items:

A. “Column name” column (green section) – contains names of columns for chosen content type

B. “Allow edit and display” permissions column (blue section) – here you can input users that should have access to edit and display chosen columns

C. “Allow display” permissions column (red section) – here you can input users that should have access to display chosen columns

D. “Set permissions for all columns” header (yellow section) – here you can input users that will be copied to all columns of the content type.

To manage permissions for column, please input user/group into the textbox next to column name. If you want to allow user/group to edit and view the column, input them into the textbox in first column. If you want to allow user/group to view the column, input them into the textbox in second column. If you want to restrict access to the column simply make sure that the user/group is not in any of two textboxes (also make sure user is not a member of allowed groups).

A

B C D

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6.3.3.2 Using administration page

Inputting users to textboxes is simple and identical as in standard SharePoint permission management. You can either type user name or login into the textbox or choose a user from the directory.

1. To type user name and login: a. Type full user name or login or type part of the name or login. Separate each user

by semicolon “;” b. Click name check button below the textbox.

c. If name is correct and recognized by SharePoint it will change to an underlined text.

d. If user is not recognized by SharePoint it will be underlined with red line.

e. Click on the not recognized user. A popup menu will appear with suggested best matches. You can choose from one of the matches, remove the entry or look it up in the directory.

2. To choose a user from directory:

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a. Click the address book icon below the textbox

b. A popup window will appear. Type part of the name or login of the user you want to add and click “Search” icon.

c. In the results window choose the user you want to add by double clicking it or by clicking and pressing “Add” button. You can select multiple users and repeat search and selection multiple times. When you are finished click “OK” button.

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3. You can assign permissions to all authenticated users. It is a very comfortable way to manage permissions if you want to allow everyone to view or view and edit a column, without worrying about synchronizing permissions with SharePoint list or site. To assign permissions to all authenticated users click “All authenticated users” icon.

4. You can copy list users to the “Set permissions for all columns” header by clicking “Copy users and groups from list” button. Users and groups that have permissions to this list will be copied to the text box. You can then copy permissions to all columns or manually copy users to chosen columns.

5. If you want to setup the same permissions to all columns please use the “Set permissions for all columns” header. Simply input users into the textbox in the header and click “Copy permissions to all columns” icon. Permissions from the textbox in the header will replace entries in textboxes for all columns.

Note: All entries in the column textboxes “Allow edit and display” or “Allow display” will be deleted and replaced with values from the corresponding header textbox. Note: Entries in header textboxes without clicking “Copy permissions to all columns” icon do not override entries in the column textboxes. Header textboxes are used only to copy permissions into the textboxes in columns and do not affect directly permission settings.

6. When you are finished please click “OK” button Note: When you click “OK” button, user name check for all textboxes will be performed. Your changes will not be saved until all textboxes contain correct user names.

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6.3.3.3 List permission inheritance

When „Datapolis Column Protector 2013” is enabled for content type for the first time or when „Datapolis Column Protector 2013” is enabled after reset for this list, users and user groups from this SharePoint list are copied to “Allow edit and display” permission for each column. This way, by default all users with permission to the list have normal access to all columns.

Note: If new users are added to list or site, you can copy them to the columns header by clicking “Copy users and groups from list” button (point 4 in chapter “Using administration page”). Note: If users are copied to header column, you can then copy them to all columns using “Copy permissions to all columns” button (point 5 in chapter “Using administration page”). Note: If you want to make sure that all users that have permission to the list can access given column, give permission to all authenticated users (Point 3 in chapter “Using administration page”).

6.3.4 Best practices

Below you will find few sample scenarios that will help you configure the „Datapolis Column Protector 2013” in the optimal way:

1. You want all users to be able to display all columns except one or two columns, which should be read only. These columns can be edited only by few users or groups.

a. Input authenticated users in the “Allow edit and display” textbox in the “Set permissions for all columns” header and click “Copy permissions to all columns” icon.

b. In the columns that should be read only, cut the users and paste them in to the right column “Allow display”.

c. Input in the “Allow edit and display” textboxes users and groups that should be able to edit the restricted columns.

2. You want to restrict access to one or few columns to chosen users. a. In the columns that should be restricted remove entries and input chosen users

to “Allow edit and display” or “Allow display” permissions 3. You want to have strict control on who is viewing which column – refrain from using

“Authenticated users” group. 4. You want to restrict access to all columns for a group of users – remove permissions

for these users from SharePoint list or site.

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7 Troubleshooting If any errors or other issues occur, please visit the Datapolis Team blog at http://wbblog.datapolis.com. This site contains a list of known bugs and solutions to common issues. There you can also find additional information about Datapolis Process System new features and development trends. For troubleshooting, help and tips please contact our support team by mailing us at [email protected].

7.1 Known Errors List of all known errors and typical solutions to them can be found at: http://blogs.datapolis.com.pl/workbox/Lists/Known%20errors/AllItems.aspx.

http://wbblog.datapolis.com.pl/Workbox/

mailto:[email protected]

http://blogs.datapolis.com.pl/workbox/Lists/Known%20errors/AllItems.aspx

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