Scenario

Note: This article is relevant only if Process Management component is installed as part of the LiveCycle ES installation. 

A task was originally assigned to a group, called "Managers". There are two other users involved: a manager and the manager's assistant. The manager is a member of the group "Managers" and has shared his queue to his assistant. The assistant is NOT a member of the group "Managers".

The manager claims the task from the group queue of "Managers", so that now it appears on his personal queue. However, the assistant is still unable to see the task that the manager has claimed. All other tasks directly assigned to the manager are visible to the assistant.

Ideally, whenever a task has arrived at someone's queue (user's inbox), other user(s) whom he/she has shared the queue to, should see the task in his/her queue.

Here are the task events where task coming from another queue is not visible to the shared users:

- task claimed

- task reassigned (via Admin UI)

- task escalated

This article would address how to get around with this issue by installing a DSC and a process that listens to those task events. 

The User Task ACL Patch Service

This is developed by Avoka Technologies, containing an operation to check and insert task with ACL to all other shared users of the current assignee to the task, if they have not already been added.

1. Check and Insert Task ACL to Shared Queues
This operation takes in a parameter for task ID and checks if the current assignee with all his/her shared users have task ACL associated with the task. If not, the operation will add them.

To obtain an evaluation copy of the User Task ACL Patch Service, go to the Avoka Website: http://www.avoka.com and follow the links.
The User Task ACL Patch DSC, once installed, will appear as a new service under the category Avoka in your LiveCycle WorkBench.

  

The Process

 
As shown in the figure above, there are three events that can trigger this process: task claimed, task reassigned, and task escalated. Whenever any of the 3 task events occurs, it will start the process and provide the task ID for which the task event is dispatched. Then the operation "check and insert user task ACL to shared user" will inspect the relevant task and add task ACL to all the shared users if they have not already been added.

We have provided the exported process XML file for the process described above as an attachment to this article. You can import it as a process to your LiveCycle ES via workbench and start using it by activating it, or make changes to the process to suit your business needs. (For example you might not want this to happen for all the three task events, or you only want it to happen on a certain process only).

Mapping The Task Event Property to Process Variables

 The attached process XML file has already done all the settings. This will describe to you how to add a task event as a start point to a process, should you want to extend to include other task event into the attached process or even map additional task event related data into the process variables. If you do not wish to do this, you can skip to the next section.

The task events can be found on "Events" view of the Workbench under "Asynchronous" category. Drag and drop the event into the process and make sure that you click on the "Start Point" button, to identify the event as a trigger to start the process.

 

Double-click on the task event in the process to show/edit its properties.

 

This picture shows that the task ID for which the event is dispatched will be captured in the process variable "task_id_var".

Setting Properties for Check and Insert Task ACL to Shared Queues Operation

Again, you do not need to modify these properties as the attached process has already set them properly.

If you have changed the properties of your task events, you will need to re-configure these settings. To configure the properties of the "Check and Insert Task ACL to Shared Queues" operation step, click on that step, and click on the "Properties" view on your Workbench. It will show a dialog box as shown above. Please select the variable which you have used to map the task event data for its Task ID in the previous step.

Alternative Solution by Relaying event as TaskForwarded

Apart from using the the DSC operation to add additional access control for the shared users, by forwarding the task event as TaskForwarded event will do exactly the same thing.

Here is how the process will look like:
 To download the process LCA file, please click here.

Note !!!

Please make sure after claiming the task from group, unlock the task. By default, after claiming a task from another queue, it will be locked, causing other shared user unable to claim the task even though it is visible (a pad lock icon indicates this). 

Please click here for full reference on User Task ACL Patch DSC.