Who Can View The Process Business Data and Who Can’t?

Hi there!

In running Workflows on Questetra we are very concerned about who can view the business data of each Issue and who cannot. I give a demo of Questetra in my daily sales activity and have always been asked questions relating to that.

Concerning the business data browsing authority, the manual document “M302: Assign Privileged Administrator of Each Business Process Definition” on Questetra’s website describes this.

M302: Assign Privileged Administrator of Each Business Process Definition

(Excerpt of related information)
1. Overview of Local Privilege on Each App
c. Data Viewer Authorization
Users with this Admin-privilege can browse or search specific data of any Issue

Able to browse or to search Processes and Tasks at [Process/Task Status Check] menu.
Even without [Data Viewer] Authorization, Users can browse and search data in Issues that they are involved in (M116)

However, what you would like to know is who can view the business data of each Issue, and who cannot, so I will explain focusing on the scope for viewing business data.

Scenario to be Assumed

I will explain in accordance with the Process Model definition, the specific Process, organization, people in charge, etc.

Organization Chart/Participants

People who are able and unable to view data in department-specific flows

Let’s see who is capable and incapable of viewing data in the Quotation Management flow that is used in the Sales department.

The situation: the Register quotation Step in the Creation of quotation flow for AAA Corp.

＜Points＞
* Chief Jack Brown of the Sales Dept. is not able to view since it has not come to the Approval step yet.
* Chief Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Quotation management flow.

Situation: Approve Step in the Creation of quotation flow for AAA Corp.

＜Points＞
* Joe Smith of the Sales Dept. is able to view since he was involved in the Register quotation Step already.
* Chief Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Quotation management flow.

Situation: All the Steps in the Creation of quotation flow for AAA Corp. have been completed

＜Points＞
* Richard Taylor of the Sales Dept. cannot view even though he is in the same dept. as Joe Smith since he wasn't involved in this Issue.
* Chief Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Quotation management flow.

Situation: All the Steps in the Creation of quotation flow for BBB Corp. have been completed

＜Points＞
* Joe Smith of the Sales Dept. cannot view even though he is in the same dept as Richard Taylor since he wasn't involved in this Issue.
* Chief Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Quotation management flow.

People who are able and unable to view data in department-common flows

Let’s see who is capable and incapable of viewing data in the Travel expense claim flow that is used in the entire company.

Situation: Claim Step in the Travel expense claim flow for July by Steve Evans

＜Points＞
* The person who has the leader attribute of the same group as Steve Evans of the Marketing Dept. is Chief Betty James.
* Betty James of the Marketing Dept. is not able to view since it has not come to the Approval Step yet.
* Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Travel expense claim flow.

Situation: All the Steps in the Travel expense claim flow for July by Steve Evans have been completed

＜Points＞
* The person who has the leader attribute of the same group as Steve Evans of the Marketing Dept. is Betty James.
* Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Travel expense claim flow.
* The chief and the staff of the Sales Dept. are not able to view since they weren't involved in any Step nor possess authority.

Situation: All the Steps in the Travel expense claim flow for July by Joe Smith has been completed

＜Points＞
* Richard Taylor of the Sales Dept. cannot view even though he is in the same dept as Joe Smith since he wasn't involved in this Issue.
* Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Travel expense claim flow.
* The chief and the staff of the Marketing Dept. are not able to view since they weren't involved in any Step nor possess authority.

Situation: All the Steps in the Travel expense claim flow for July by Eric Jones have been completed

＜Points＞
* Eric Jones of the Management Dept. is able to view since he was involved in the Claim and Approve Steps.
* Chief Eric Jones of the Management Dept. is able to view since he possesses Data Viewer authority for the Travel expense claim flow.
* The chief and the staff of the Sales Dept. are not able to view since they weren't involved in any Step nor possess authority.
* The chief and the staff of the Marketing Dept. are not able to view since they weren't involved in any Step nor possess authority.

Afterword

My explanation of the browsing scope may be verbose with repetitious exemplification. But, once again I’ll repeat myself.

M302: Assign Privileged Administrator of Each Business Process Definition

c. Data Viewer Authorization
Users with this Admin-privilege can browse or search specific data in any Issue.
Authority to view detailed information (processing records and process data) of the relevant Process.

Even without [Data Viewer] Authorization, Users can browse and search data in the Issues in which they have been involved.

I hope you could understand that it conforms to the above specifications. The above specification applies regardless of what kind of Operator settings there are in a Process Model definition.
However, there is another slightly special specification called “Team Swimlane”.

M212: Multiple Operators co-working on a Step at the Same Time

I would like to explain the scope of viewing business data when using Team Swimlanes on another occasion.
If you have any questions, please do not hesitate to contact us.