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Permission

Below Permission you find the following:

Case type accesses

Here you can authorize users or groups to specific case types.

Only after the authorization has been set can the selected users or groups see these case types or create cases of this type.

Besides you get an overview over your case management licenses.

This is how it works

  1. Please choose a user or group.

  2. Below Visibility, you use the switch to control whether the user or user group is to be given access to the corresponding case type.

  3. Save.

The selected case types are then marked as "visible" for the selected user and you can use these types in the context of a case.

Note

The utilization of the case management is measured through the number of active users and the number of the case types. Each user will take up to three licenses.

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 "Vacation request" case type and the rights to the "Procurement request" and "Incoming invoice processing" should also be revoked. To grant the new authorization for the "Vacation request", it is first possible to filter by the case 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. It should be noted that the display of the "Number of assignments" takes into account the last loaded configuration and subsequent changes in the right column of the list ("Visible"). In this case, "13 / 9999" means that 13 licenses of 9999 total available licenses would be occupied after successful saving. If the number of required licenses exceeds the number of available licenses, the text turns red. However, saving is still possible. At this point, licenses are not yet drawn. However, it may happen that a user cannot work with the case management because no more licenses are available.

Now that the right for the "Vacation request" case has been successfully granted, the rights for the "Procurement request" as well as for the "Incoming invoice processing" are now withdrawn from the corresponding user.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 case 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 case functionality

Due to the assignments of users to case types, the case functionality is restricted for the current user. The restrictions are explained in the following contexts:

  • Processes

  • Creating / editing a process

  • Opening a case without rights

  • Case File Overview

  • Deputies

Processes

Navigate to Configuration > Content administration > Processes to define new case types or to edit existing case types. Note that all case types to which you are not authorized are initially hidden.

Creating / editing a process When newly creating or editing a case, the current user only sees those case types with the respective states that have been assigned to him.

Opening a case without rights

If the current user opens a case for which the user does not have rights, an error message is displayed.

Case file overview In the Case overview, the user only sees those cases and tasks of the case types that have been assigned to the user. Moreover, the facets are restricted to the case types assigned to the user.

Delegates

The user can only create proxy rules for case types to which the user is authorized.

Responsibility rules

In order for the created tasks to be displayed in the case overview according to the filtered case 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:

  1. Internal contract number (metadata: internalContractNumber)

  2. Internal case number (metadata: internalCaseNumber)

  3. Contract type (metadata: contractType)

  4. Case type (metadata: caseType)

  5. 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.