Permission
Below Permission you find the following:
Case type accesses
Here you can authorize users or groups to specific contract types.
Only after the authorization has been set can the selected users or groups see these contract types or create contracts of this type.
Besides you get an overview over your case management licenses. For a contract management only installation these numbers are irrelevant.
This is how it works
Please choose a user or group.
Below Visibility, you use the switch to control whether the user or user group is to be given access to the corresponding contract type.
Save.
The selected contract types are then marked as "visible" for the selected user and you can use these types in the context of a contract.
Example
In the following, the further functionalities are explained by means of an example. As an example, a user should first be granted additional rights to the "Purchase contract" contract type and the rights to the "Service contract" and "Leasing contract" should also be revoked. To grant the new authorization for the "Purchase contract", it is first possible to filter by the contract type using the corresponding search field. The filtering takes into account both the name of the case type and the case ID. Then the case type is marked as visible and the configuration is saved.
Now that the right for the "Purchase contract" contract has been successfully granted, the rights for the "Service contract" as well as for the "Leasing contract" are now withdrawn from the corresponding user. If the list is longer, it may be helpful to filter it first using "only visible case types" or with a search term. The respective types can then be unselected and the configuration can be saved.
In this example, two separate save processes were used to first grant a new right and then withdraw two rights. The process can also be accelerated by directly selecting all desired contract types as "visible" and deselecting all unwanted access and then saving.
Warning
Before you select another user, you must save the configuration or your changes are lost.
If you do not want to save the changed configuration, selecting a new or no user is equivalent to pressing "Cancel". When reselecting the previous user, the saved configuration is loaded again.
You can directly select or deselect all contract types by selecting the toggle in front of the "Visible" column title. This also (de-)selects contract types that are hidden due to selected filter options.
Restricting the contract functionality
Due to the assignments of users to contract types, the contract functionality is restricted for the current user. The restrictions are explained in the following contexts:
Processes
Creating / editing a contract
Opening a contract without rights
Contract overview
Processes
Navigate to Configuration > Content administration > Processes to define new contract types or to edit existing contract types. Note that all contract types to which you are not authorized are initially hidden.
Creating / editing a contract
When newly creating or editing a contract, the current user only sees those contract types with the respective states that have been assigned to him.
Opening a contract without rights
If the current user opens a contract for which the user does not have rights, an error message is displayed.
Contract overview
In the Contract overview, the user only sees those cases and tasks of the contract types that have been assigned to the user. Moreover, the facets are restricted to the contract types assigned to the user.
Responsibility rules
In order for the created tasks to be displayed in the contract overview according to the filtered contract list, the tasks must first be assigned to the corresponding persons or groups using responsibility rules. Responsibility rules are used to authorize individuals or groups to perform tasks based on selected metadata. The exact description and definition of the responsibility rules is already covered by d.ecs task.
To create a new responsibility rule, the user must first navigate via the Configuration in the Tasks and processes section and open the Responsibility rules menu option. Among other things, metadata is required for the definition of a rule. Contract and case management offers five metadata for this purpose:
Internal contract number (metadata: internalContractNumber)
Internal case number (metadata: internalCaseNumber)
Contract type (metadata: contractType)
Case type (metadata: caseType)
Created on (metaadata: createdAt)
In addition to the listed metadata, the Context property exists. The property can be selected directly and has fixed values that are also available for selection. By means of the property, a differentiation of the tasks for contract and case management takes place. For a new rule, the Context property can be selected or a metadatum can be entered, such as internalContractNumber. Compared to the context, the value must be entered for a metadatum.