Associating Users with Roles or Organizations

In the Participant Tree section of the Participant Manager view, which you can open from the Administration Perspective launch panel, you can view and edit associations between participants, roles, organizations and departments.

Viewing the Participant Tree

The Participant Manager view displays the default tree hierarchy as it is created in the modeling phase. The user who has administrator rights can view the organizational structure.

Participant Tree
Figure: Participant Tree

Hereby, the icons indicate the following types:

Note that with each organization a default department is provided to which the user can also be assigned. The default department has the name of the organization appended by the term Default.

PredefinedModel Tree

In the PredefinedModel tree you find the Administrator and Auditor role. The Administrator role is a predefined role with the authorization for all workflow administration activities. The Auditor role provides read-only authorization to view all processing aspects of the workflow. Please refer to chapter Participants and Users of the Infinity Concepts part Participants and Users of the Infinity Concepts section for details on these roles.

PredefinedModel Tree
Figure: PredefinedModel Tree

Filtering for Nodes in the Participants Tree

You can filter for any node in the Participants tree. Enter a term in the Filter entry field and click the Filter icon . The tree now shows all nodes containing the entered term.

Filter Tree
Figure: Example Filter result

Clearing the Filter

To clear the filtering, click the Reset icon in the toolbar.

Showing empty Participants

To get an overview on all nodes that have no participant assigned, click the Show Empty Participants Show Empty Icon icon in the toolbar.

Show empty Participants
Figure: Show empty Participants

Highlighting selected Users

If you like to highlight all occurrences of users in the Participants tree, which are selected in the Users table, click the Highlight Icon icon in the toolbar. All nodes, which have the selected participant(s) in their permission tree, expand and display the participant(s) highlighted.

Highlight occurrences of selected users
Figure: Click to highlight occurrences of selected users

Refreshing the Participants Tree

To refresh the Participants tree, click the Refresh Refresh icon in the toolbar.

Creating Users from the Tree Node Menu

You can create users for un-scoped organizations, implicitly scoped organizations, departments, roles and user groups from the context menu. To create a user, right-click the participant in the Participants tree and select Create User.


Figure: Create User

The Create User dialog opens. Please refer to section Creating a new User of chapter Creating and Editing User Accounts for details on this dialog.

Creating Users for multiple Participants

To create a user to be assigned to multiple participants, do the following:

  1. Select the participants you like the user to be assigned in the Participants tree

    Select Participants

  2. Right-click one of the selected participants in the tree and select Create User.

    Create new User

  3. In the Create User dialog add a new user.
  4. The user is added to all selected participants.

    New User added to Participants

Associating Users with Roles or Organizations

You can associate users with a role, department or organization by dragging and dropping them from the Users table to the Participants tree.

How to associate a User

You can associate the users with:

To associate a user perform the following steps:

  1. Drag the user in the Name column to the Participants tree and drop it on the organization or role with which you want to associate the user.

    Drag and Drop User

  2. The tree node gets expanded after the successful association. The following screenshot displays the user associated with the role:

    User Association with Role

Associating a User to multiple Roles or Organizations

To associate a user with multiple roles or organizations:

  1. Select multiple participant nodes, e.g. via CTRL+Click. The selected participant nodes get highlighted.

  2. Now select the user and drag him to the selected participant nodes.

  3. The user will be added to all participant nodes that were selected in the tree.

Dragging a user to a non-selected Participant node if other nodes are selected

In case you drag and drop a user to a non-selected participant node and other participant nodes are selected, he is added to the non-selected participant node only.


Figure: Dragging a user to a non-selected participant if others are selected

The user is displayed in the tree node, where it was dragged and dropped to. The other participants remain highlighted.


Figure: Added user

Removing a User Association

To remove a user association, right-click on the user you want to remove from the participant and select Remove.


Figure: Remove User Association with Role

The associated user gets removed from the participant in the tree.

Please refer to section Modifying a User and Invalidating Users in chapter Creating and Editing User Accounts for details on how to modify or invalidate the user associated with the organization.

Removing all user associations from a participant

To remove all user associations from a participant, right-click the participant and select Remove All Users.


Figure: Remove User Association with Role

All associated users will be removed from the participant in the tree.

Removing all user associations from multiple participants

To remove all user associations from multiple participants, do the following:

  1. Select multiple participant nodes, e.g. via CTRL+Click. The selected participant nodes get highlighted.

    Select Participants

  2. Right-click one of the participant nodes and select Remove all Users.

  3. All associated users will be removed from the selected participant nodes.

    All users removed

Exceeding the Cardinality of a Participant

If a cardinality value is set for a role during modeling, there is a maximum of users who can be assigned to this role. In case you try to assign a user to a role, which cardinality is already reached, the user can't be assigned and an error message is displayed above the tree.

Cannot assign more users to participant. Cardinality <cardinality> exceeded.

Cardinality Warning
Figure: Exceeded Cardinality notification

Please refer to chapter Modeling the Organizational Structure of the Infinity Process Platform Documentation - Modeling Guide section Cardinality of chapter Modeling the Organizational Structure for information on how to set the cardinality for roles.

Managing Departments

In the participant tree, you can create, modify and delete departments.

You can also create and assign users for the following:

Creating a Department

To create a department:

  1. Right-click on the scoped organization and click Create Department


    Figure: Create Department Menu

  2. Enter Department ID in ID text box. Make sure that the Department ID is unique
  3. Enter Department name in the Name text box


    Figure: Create department dialog box

  4. Click Apply
  5. Click the Update icon Refresh to see the newly created department. The newly created departments are now displayed in the tree:


    Figure: Participant Tree Node - Created Department

Modifying a Department

To modify a department:

  1. Right-click on the newly created department
  2. Select Modify from the menu


    Figure: Modify Department Menu

  3. Change the name or description


    Figure: Modify department dialog box

  4. Click Apply

Deleting a Department

Note that to delete a department all activities should be completed under that department. If activities are not complete then you cannot delete the department.

To delete a department:

  1. Right-click on the department
  2. Select Delete from the menu


    Figure: Delete department menu

Managing User Groups

In the User Group tree, you can create new users and remove users from user groups.


Figure: User Group Tree

Creating a User in a User Group

To create a new user in a user group, right-click the user group and select Create User.

Create User
Figure: Create a user in a user group

The Create User dialog opens, where you can add details for the new user. Please refer to section Creating a new User of chapter Creating and Editing User Accounts for details on this dialog.

Removing all Users from a User Group

To remove all user associations from a user group, right-click the user group and select Remove All Users.

Remove all Users
Figure: Remove all users from a user group

Removing a specific User from a User Group

To remove the association of a specific user from a user group, right-click the user and select Remove.

Remove User
Figure: Removing a specific user from a user group