Managing local WEBCON BPS groups

WEBCON BPS local groups management using simple process. Adding and removal of multiple group users by group owner at once.

WEBCON BPS local groups

In the WEBCON BPS Standalone installation, in which there is no SharePoint, and thus no SharePoint user groups, using WEBCON BPS local groups has become a key functionality. On the WEBCON community page you can find an example of the process for adding and removing users from WEBCON BPS local groups. I also decided to present my proposition of a process for user management in WEBCON BPS local groups.

Requirements for the process

I wanted the process to be as simple as possible to the end-user and that group management could be done by authorized business users – called group owners. Therefore, I formulated the following assumptions:

• Enabling the creation of the role of the owner of the WEBCON BPS group, who will be able to manage the group’s participants without the intervention of the WEBCON BPS platform administrator
• Possibility to add and remove many users at the same time within the same local WEBCON BPS group

Process implementation

First, I created the workflow as shown in the diagram below.

Then I added the following form fields:

• Group – local WEBCON BPS group.
• Group owners – people who will be able to edit a given WEBCON BPS local group. Attention! In my case, I used a field that has a limited number of characters in the database. If in your case you will keep a very large number of group owners in this field, it is worth using the item list attribute instead.
• Group users – item list containing users from the local WEBCON BPS group selected in the “Group” field. This item list will be initialized based on current group content.

Then I configured the initialization of the item list “Group Users” based on a SQL query that reffers the users of the local WEBCON BPS user group chosed on the form. Moreover I forced this item list initialization on “Group management” step using proper form rule.

In my case the form field matrix looks like below.

I have also prepared two bussiness rules. One that returns all newly added users on the form and the second one that returns all users removed from the item list “Group users”. Both business rules returns multiple users (if added or removed that many) separated by semicolns.

On entry to “Group management” step i created also action to add proper privileges to group owners.

Finally – using the business rules mentioned above, I configured actions that respectively add and remove users in the indicated local group of WEBCON BPS users.

Summary

Thanks to the implemented process, managing local WEBCON BPS groups is very simple and pleasant. What’s more, you can hand over the management of individual groups to authorized users, and spend your time creating new business processes instead of realizing access requirement tickets.