Workflow authorizations

Workflow authorizations are required to give users access to these advanced features:
  • "Start Workflow" widget for Homepages to start workflows manually.
  • “Task Manager” widget for Homepages to view and manage workflows.
  • “Task Watcher” widget for Homepages to view workflows.

In the Workflow Authorizations page you can map security roles from Infor Federation Services (IFS) to authorization types for workflow definition names from ION Desk

To start a workflow, a user must have "Start" authorization for the workflow, and the workflow definition must be active. When a user starts a workflow, the latest active version is started. When configuring Workflow authorizations, the workflow definitions do not have to be active.

If users lose workflow authorizations, they can no longer start the workflows concerned. They can still view old instances of the started workflows as long as they have workflow authorizations to start at least one other workflow.

To manage tasks from a workflow in Task Manager, the user must have "Manage" authorization for this workflow. Tasks from all workflow instances of this workflow definition can be searched for in the Task Manager widget, using predefined search criteria.

To view tasks from a workflow in Task Watcher, the user must have "Watch" authorization for this workflow. Tasks from all workflow instances of this workflow definition can be searched for in the Task Watcher widget, using predefined search criteria.

To configure workflow authorizations with ION Desk:

  1. In Infor Ming.le User Management, create one or more security roles that are assigned workflow authorizations.
  2. In ION Desk, select Authorizations > Workflow Authorizations.The list of workflow authorizations that are already defined is displayed.
  3. Click Add to grant authorizations for a worfklow.
  4. Select the authorization type Start, Manage or Watch.
  5. Select a workflow name from the list of workflow definitions present in ION Desk.
    Note: Only workflow definitions that do not contain structures can be started from Infor Ming.le. Therefore, only this type of definitions is displayed in the list when the authorization type is Start.
  6. Select a security role to grant authorization to users with this role.
  7. Click SAVE to add or update this authorization configuration.
    For Infor Ming.le users, the authorization setting takes effect when they log on or refresh the Infor Ming.le application.
  8. If you change the workflow by adding structures, you must remove the start authorizations for this workflow.
  9. If you rename a workflow, the workflow authorizations are automatically updated to reflect the new workflow name. If you delete a workflow, the authorizations that are defined for this workflow are also deleted.
  10. To remove authorizations, select one or more rows and click Delete.
  11. To export authorizations, select one or more rows and click Export.
    The configuration is exported to an XML file.
  12. To import authorization configuration, click Import from the toolbar.
    The imported authorizations are merged with the existing configuration and duplicate records are skipped.