Posted Sun, 13 Oct 2019 22:56:46 GMT by Steve Shriver Application Specialist
I'm installing a system with many users and complicated document permission requirements. Most users are assigned to File Cabinet Index Profiles to allow or prevent editing of index data and annotations, down to the document and even field level.

I was working under the assumption (foolishly so, it appears) that since we were required to enter user credentials when creating a workflow, that user would be doing the work. My testing has shown that this is incorrect. In order to update the data of a document, a user with permission to do so is required, as opposed to the global workflow user.

I have worked around this by making sure any data assignments done during a task, are done to workflow variables and that the task is assigned to a user with Write permission at the file cabinet level, and then using an Assign Data activity to update any Index Data of the Document fields.

Have I got this right? Is there a document that lays this out, with specificity? Or someone who might set me straight?

(This brings to mind another question. Any user assigned the new Workflow User license, has read only permissions in the client. How will such a user be able to participate in a workflow that requires Index Data updates)?

Many thanks,
Posted Tue, 15 Oct 2019 07:52:10 GMT by Simon H. Hellmann Toshiba Tec Germany Imaging Systems GmbH IT-Consultant Document Management Solutions
Hi Steve,

that is the correct way.
DW Workflow does the automatic tasks like data assignment with the user credentials you define when creating the workflow.
All Tasks always run in user context and therefore use the end users' permissions. You can work around this if you assign data to global variables in the task and only assign them back to index fields in the next data assignment step.

I have not yet tested out workflow user licenses, but I guess they have the necessary rights to do data assignment, if there is a proper archive profile for them.

Greetings from Germany,
Simon H. Hellmann
DocuWare System Consultant

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