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Configuring Workflows, Tasks, and Permissions

Workflows, tasks, and permissions are interconnected and influence each other.

Tasks are configurable without any default options. Workflows and Permissions offer both default and custom options, but certain combinations are restricted:

  • A default workflow can be combined with either default or custom permissions.

  • A custom workflow requires custom permissions and cannot be combined with default permissions.

Before you start the configuration process, determine which combination of workflows and permissions will be used.

Configuration procedure

The configuration process is iterative, requiring you to first set up workflows, tasks, and permissions, and then revisit these tabs to adjust additional settings.

To configure workflows, tasks, and permissions, follow these steps:

  1. Start by configuring workflows: enable the default workflow or set up a custom workflow.

    For detailed instructions, see Configuring Workflows.

    Skip the definition of the default assignee and assigned group for transitions.

  2. Configure tasks. Define which task types or entities will use each workflow. Make sure to specify the workflow in the task configuration, otherwise, no default workflow will be displayed in MDM Web App.

    For detailed instructions, see Configuring Tasks.

    Skip the definition of the default assignee and assigned group for task types.

  3. Configure permissions. For the default workflow, you can use both default and custom permissions. For a custom workflow, only custom permissions can be used.

    Make sure to configure workflow permissions in the Permissions > Workflows section, otherwise, no workflows will be displayed in MDM Web App when creating tasks.

    To simplify the process of tuning workflow and task configurations, you can use the All Permissions option and configure specific permissions later.

    For detailed instructions, see Configuring Permissions.

  4. Once you are done configuring workflows, tasks, and permissions, set the default assignee or assigned group for workflow transitions and task types.

    1. On the GUI Configuration > Workflow Configuration tab, for custom workflows, define the default assignee or assigned group for each transition.

    2. On the GUI Configuration > Tasks tab, set the default assignee or assigned group for each task type.

  5. On the GUI Configuration > Permissions tab, list task roles that will be displayed in the Assignee group dropdown in MDM Web App when creating tasks.

Prerequisites for editing entities in MDM Web App

If the Edit action is unavailable for an entity in MDM Web App, or edits cannot be saved or published, verify the following model and configuration prerequisites. For the editing to work end-to-end, all of these conditions must be met.

These prerequisites complement the workflow, task, and permission configuration described on this page.

  1. Create task permission: The user’s role must have the Create task permission enabled.

    Go to GUI Configuration > Permissions > Custom permissions settings > Role detail > createTask. For details, see Configuring Permissions and Role definition.

  2. Authoring enabled: To edit master records, authoring must be enabled on the master entity. See Add a master entity.

  3. Workflow allowed and aligned: The workflow configuration (nme-task.gen.xml) must be allowed for the role and aligned with the task configuration.

    • Allow the workflow under GUI Configuration > Permissions > Custom permissions settings > Role detail > Workflows (including steps and transitions).

    • Make sure this aligns with the configuration under GUI Configuration > Tasks.

      For details, see Configuration procedure.

  4. Data overrides enabled (master entities): For master entities, enable data overrides on the master node.

    Go to Logical Model > Master Data Layers > Layer detail > Entity detail > Advanced Settings and select Enable Data Overrides. If this option is not selected, the Edit option is hidden on the entity detail screen in MDM Web App. For instructions about where to find this option, see Turn off overrides.

  5. Correct ONE Desktop version and committed changes: Make sure you are using ONE Desktop in the same version as your MDM instance and that all changes are committed to Git. After running the Reload Metadata and Generate actions on your project, there should be no new uncommitted changes. In particular, check mda-permissions.gen.xml for any pending changes.

  6. Roles configured in Keycloak: The MDM user must have the appropriate role or roles configured in Keycloak.

    For a new role to work with tasks in MDM Web App, the role must also be defined in mda-permissions.gen.xml. See MDM Web App Permissions.

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