Roles

The Roles node is used to create, edit, delete or save K2 roles. Roles are essentially “groups” defined in K2, and are most often used for task allocation logic. Sometimes it is not possible to define Groups in Active Directory or SharePoint for task allocation (perhaps the AD or SharePoint administrators are unwilling to define groups for other applications’ requirements), or sometimes groups may contain users authenticated through different mechanisms. In these cases, K2 provides an alternative approach known as Roles. K2 developers can use these Roles in the K2 workflow design tools as the destination when configuring a User Task step in a workflow. Roles are defined and stored on a K2 server, and the Role membership can be maintained by administrators without affecting the workflow design. Roles can contain one or more users or groups from one or more Security Labels.

You can also apply Role Authorization to your roles via the security tab. Role Authorization allows you to assign rights to specific user and groups within the role. For more information see the Authorization Overview topic.

Follow these steps to add Roles:

  1. Click New from the Roles view.
  2. The Add Role view opens.

    Use the table below as a guideline for the configuration:

    Field NameDescription
    NameThe name for the Role being created. Type a value in the field provided.
    DescriptionDescribe the Role being created. Type a value in the field provided.
    Refresh with Worklist

    This will allow a new user added to the role to immediately receive existing worklist items for that role. The user will receive worklist items at the time of log in or when the worklist is refreshed. Select the check box if you want the Role to refesh. If this option is not checked, changes applied to role membership will only take effect for new worklist items created after the Role is modified.

     

    Note: This is only applicable for Tasks where the 'Resolve Groups to individuals' check box for the Task step is NOT checked. If the check box is checked and the role is resolved to individuals, "Refresh with worklist" will not work. By default this check box is checked, so Roles configured to "Refresh with worklist" will only be dynamic if you expand the 'Options' section of the Task Result Rule (collapsed by default) and uncheck 'Resolve groups to individuals'.

    SearchClick the Search drop-down and select to search for users or groups.
    LabelClick the Label drop-down and select the Security Provider label you want to search on.
    TypeClick the Type drop-down and select the type of search that will be performed.
    Search ButtonType a value in the text box provided and click Search.
    Add ButtonThe matching users or groups will be returned in the first view. Select a user or group and click Add. The user or group will now be listed in the second view. You can add multiple users or groups by doing a new search and clicking the Add button again.
    Remove ButtonTo remove Role Members, select the user or group from the second view and click Remove. The user or group will no longer be part of this Role.
    Include check boxEach Role Member is set to be included in the Role by default. Select the check box to exclude the Role Member from the Role.
    OK ButtonClick OK to complete the configuration. This will take you back to the Roles view and the new Role will be listed.
    Cancel ButtonClick Cancel if you no longer want to complete the configuration. This will take you back to the Roles view.
  3. Specify Role Security if required.

Follow these steps to edit a Role:

  1. Select the Role you want to edit.
  2. The Edit button becomes available. Click Edit.
  3. The Edit Role view opens.
  4. Edit the information as required. Use the table provided in the Roles section as a guideline.
  5. Click OK to save the changes.

Follow these steps to delete a Role:

Take care when deleting Roles, since doing so may break applications that rely on those Roles
  1. Select the Role you want to delete using the check box in front of the Role. You can select multiple Roles to delete.
  2. The Delete button becomes available. Click Delete.
  3. Click OK on the confirmation message.

This option is only applicable when changing the Dynamic option for the Role. Follow these steps to save changes to a Role:

  1. Change the Dynamic behavior for the Role by clicking the Dynamic check box. Click Save.

Role Authorization allows you specify rights to users and groups within your custom role via the Security tab. These rights allow users or groups to modify and delete the membership of the custom role. For more information see the Authorization Overview topic.

Role Rights Description
Modify Allows you to modify the role.
Delete Allows you to delete the role.

Follow these steps to add role authorization to a Role:

  1. Select a custom role and click Security.
  2. On the Security page, add a user or group by clicking the Add button.

  3. On the Add Users, Groups, And Roles page search and add a user or group. Click OK.
  4. Specify the user or group's Modify or Delete rights. Three options are available: Allow, Deny and None.

  5. Add more users and groups to the Security page if required. Click Close.
    When specifying users and groups for role authorization, the Everyone role is added by default, providing all authenticated users in your organization, the ability to modify and delete the role membership. Best practice would be to remove the Everyone role from the role authorization (By clicking the Break Inheritance button, select everyone role and clicking the Trash Can icon) and add users and groups according to your organizations requirement.

Follow these steps to edit role authorization in a Role:

  1. Select a custom role and click Security.
  2. On the Security page, add a new user or group or edit existing rights.

  3. Click Close.

Follow these steps to remove authorization in the Role:

  1. Select a custom role and click Security.
  2. Select a required user or group and click Remove.

  3. Click Close.