Which Users Have Access to Which Activity

Question

How can I tell which users have access to which activities?

Answer

The relationship between Processes, Activities, ActivityA specific step in a process.  It will be the user interface for that step (web form or a screen), for example, the Leave Application (screen interface or web form) will be the first Activity in the Leave Requisition process.  The Leave Application Authorization will be the second step or Activity in the Leave Requisition process.  One Process can have multiple activities. Type (First Activity and Pending Activity) and the User is managed within the setup of the XMPro Activity (linking the Activity to a Business Group) and associated Business Groups (linking a user and role to the Business Group). In most cases an Activity is linked to a Business Group and a User/Role is linked to a Business Group. These relationships are what allows for access of processes, and the activities therein, to users.

There are a number of activity Creation Types which allow for dynamic runtime selection of Business Groups, Roles or Users by individuals capturing the relevant user or group the next activity should be sent to.

The below two views can be created in the XMPro database. These views bring the relationship for the most frequently used Creation Types (First Activity, Group, User, Dynamic Group, Object Value, Role Object Value and Report To).

“vw_Report_ProcessActivityGroupUserAccess”

This view provides the relationship between the Activities and the Business Group. It also provides the User linked to the activity when the “User” creation type is selected.

“vw_Report_BusinessGroupUserLinked”

This view provides the relationship between the Users and the Business Groups setup within XMPro.

Steps to identify who has access:

1. Export the results of the two views into separate Excel sheets.
2. Use the excel sheet with the results of the view “vw_Report_ProcessActivityGroupUserAccess” to search for the specific Process or activity required.
3. Identify the Business Group or the user displayed.
4. Using the results of the view “vw_report_BusinessGroupUserLinked” filter the Business Group to identify the Users linked in the Business Group.

vw_Report_ProcessActivityGroupUserAccess

vw_Report_BusinessGroupUserLinked