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 Security and Permissions

Exclusion Groups are used to group Actionflows and limit their ability to run at the same time.

Where multiple Actionflows have the same exclusion group, only one Actionflow will be able to run at any one time. Attempting to run a second Actionflow, with the same exclusion group, will return a warning message and the Actionflow will not run. This applies whether the Actionflow is run manually or automatically using a schedule.

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Exclusion groups are evaluated before any Actionflows are started. When an Actionflow with an exclusion group is triggered, if no other Actionflow with the same exclusion group is already running then the Actionflow will continue. The action will be considered to be using this exclusion group from this point until the Actionflow has completed.

Setting Exclusion Groups

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Security can be applied to Actionflows so that only those with sufficient permissions can run the Actionflow. In addition, if an Actionflow is assigned to a button and the user does not have permission to run the Actionflow, the button will not be displayed on a screen. 

Permissions can also be set on form fields, table attributes and screens. For example, if a user does not have permission to view the form fields but runs an Actionflow that uses these fields, the Actionflow will show an error. 

Access Permissions 

For some items, you can specify a user group, e.g. Managers, or set of user groups, where only users in this group(s) have permission to see the item.

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Worked Example

Here's a worked example using the Company Data (available from the Learning Centre).

In this example, we are using:  

• A Company Orders screen containing two grids of the Orders and OrderLines data - this Merger Pop up screen containing:
  • two manual drop down fields of the company name's of the companies to be merged
  • two string fields showing the company ID's of the companies to be merged
  • a button to initiate the Actionflow - this screen was created using the
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Limit Permission to Merge Companies

In this example, we'll create an Actionflow to import the AdditionalCompanies_Processed data and add the Status of New to each company on that table before adding it to the Companies table. We'll add this Actionflow to an Exclusion Group with other Actionflows on the same screen so that other processes cannot be triggered while the import is taking place.

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Actionflow Setup

limit the users/user groups that can run the Actionflow that merges two companies together.

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Prerequisites

For this example, we'll limit permission to run an Actionflow that merges two companies together. This Actionflow was created in 3.04 Bulk Update Action Configuration. If you have not completed this chapter, expand the section below and follow the steps to create the Actionflows.

Create Limited Access User

1. In the 

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    node to it
2. On the Calculate action, add the following Output Attribute that will be used to update the Status of all imported companies:
   1. Name: Status
      1. Type: String
      2. Expression: "New"
3. On the Calculate action, add another Output Attribute that will be used to add a 20 second delay into the Actionflow, this will simulate a large data import and allow time to trigger the Actionflow twice:
   1. Name: Delay
   2. Type: Integer
   3. Expression: sleep(20)
      1. This will add a delay into the Actionflow for demonstration purposes. See sleep
4. Add a  section 
5. Click 

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    to create a new user who will not have access to run the acquisition
   1. Login: limitedaccess
   2. First Name: Limited
   3. Surname: Access
   4. Password: Phixflow123!
   5. Enabled: 

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    action to the canvasOn its Properties, in the Tables section, click the 

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   1. Drag across the AdditionalCompanies_Processed table from the Repository to the Analysis action properties

   Connect the Calculate action to the Analysis action and map across the attribute

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Table Attributes Setup

1. On the Analysis Model, Actionflow Advanced Data, click on the table, AdditionalCompanies_Processed
2. Double-click on the attribute, Status, and change the Expression to _context.Status
   1. This is then referring to the attribute setup on the Calculate action
3. Save the Analysis Model

Combine Data & Display 

1. On the Actionflow, create a 
   1.  the user
2. In the

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   , expand the Actionflow Advanced Application and scroll down to the 

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    action with the Primary Table, AdditionalCompanies_Processed, and connect the Analysis action to the View action
3. In its Properties, in the Data Retrieval Options section, set the Data Range to Latest
   1. This will ensure that this data isn't continuously added if the Actionflow is run repeatedly
For the Output Attributes section, click the  section
4. Click the

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    icon and drag across all attributesCreate a to add a new User Group:
   1. Name: LimitedAccessGroup

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    action to save the data to the Companies table
   1.  the group
   2. In its Properties, in the Basic Settings section, set the Type to Insert and the Users section, click the 

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       toggle on Auto Save Attributes
   Connect the View to the Save action and map across all attributes

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1. 1.  icon and drag across your Limited Access user into the Users section
   2. Close the Users window
   3. Click 

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       on the User Group tab

Change Actionflow Permissions

1. Open the Company Merger Pop up screen and open the Actionflow on the Run Acquisition button
2. Open the Actionflow 

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   1. Under Basic Settings, populate the Exclusion Group field with any text, e.g. Import
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3. Add the same Actionflow to the Import button the Company Management screen

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   On the ImportCompanies Actionflow, open the Click on the 

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4. Disable 

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   , hover over  All Users can Run Action
5. Click the 

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    icon and choose drag across all User Groups except the LimitedAccessGroup into the User Groups section of the 

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6. Open the Company Management screen and drag the highlighted Actionflow from the Repository onto the Import button
   1. This will create another instance of the same Actionflow

Testing

1. Open the Company Approval Review and Company Management screens
2. Ensure both screens are  

Change Application Permissions

1. Click on the Home icon in the top left of Phixflow
2. Click the 

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    button on the left to open the application settings
3. Click on the 

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4. Click the 

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   ed
5. Click Import on one screen then press Import on the other screen
6. A warning message should appear

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1.  icon
2. Drag across the LimitedAccessGroup into the User Groups section  

Testing

1. Log out and login as the user Limited Access
   1. Click the Run Acquisition button