Dynamic Form Rendering Based on Security

Based on the security applied, different users can render different forms in the dynamic list to edit and also to view details.

Can Edit Item

This Can Edit Item right used to specify the whether logged in user can able to edit an item or not. Earlier this right was checkbox. If this right is checked then user have permission to edit an item otherwise the user doesn't have permission to edit an item. Where this is applicable for all levels. Because of this behavior different users were not able to access different forms at List and List Item level.

To avoid the above behaviour, AVEVA Work Tasks has changed the Can Edit Item right values to drop-down list with three options Allow, Disallow and OwnedItemsOnly at List and List Item level.

Note: The Can Edit Item right displayed as check box at repository level.

The following are 'Can Edit Item' right value options:

Allow: On selection of this option, it allows the user to edit an item. At the same time, the admin user can do the following:

1. Specify the form name and version to edit

2. Specify any number of forms with different versions

3. Specify the default form for both owned and non owned forms

   Note: User has a provision to select a form and version to render while editing an item, if admin user specified more than one form with different versions.

Disallow: On selection of this option prevents the user from editing an item.

OwnedItemsOnly: On selection of this option allows the user to edit an item, if the logged in user is the owner of that item. At the same time admin user can do the following:

4. Specify the form name and version to edit

5. Specify any number of forms with different versions

6. Specify the default form for owned items

Note: User has a provision to select a form and version to render while editing an item, if admin specified more than one form with different versions.

The above new right descriptions are summarized in a table format as shown below:

Note: When you select either Allow or OwnedItemsOnly options, small image will be shown on the right side of the control. On clicking this image, the admin user can set the form to render while editing.

The Can Edit Item right with the above options are useful in following scenarios:

Scenario 1

Scenario Description

The Administrator wants a user to:

7. View all the items (owned by the logged in user and as well as owned by others) in the list/grid

8. Allow the user to edit their owned items only.

Scenario Quick Solution

With this new enhancement in Can Edit Item right control, the first scenario can achievable with "OwnedItemsOnly" option. If this option set for a user either at list or list item levels, then the user can able to edit owned items only even though the user able to view other user items or non owned items.

Roles

To describe this scenario effectively, assumed that, there are two users 'Admin' and 'John' are existing in a repository and these users are mapped to different security groups at repository level:

The following table depicts the users and their security groups:

Scenario Requirements

The admin user creates a new dynamic list named 'EmployeeDetails' list. Within this list, the admin user creates one item and the user John creates one item.

Now, both 'Admin' and 'John' are able to view the both items in the list or grid because Show Only Owned Items for both users set to false and both users can able to edit the items because Can Edit item set to True at repository level with default form (The form which was used to create the list item).

Scenario Solution

As per the scenario, the user 'admin' wants the user 'John' to edit his owned items only in this list. To do the same, follow the steps given below:

9. Login as the administrator user.

10. Go to Enterprise Console > Lists > "Employee Details".

11. In the Employee Details list, click the Security option in the ribbon bar.

12. Select Advanced Settings > Enable List specific Security link to enable the security for this List.

13. On click of Enable List specific Security link, the Enable Security Wizard window is displayed.

14. Select both Security Group customization and Resource Mapping and then click Next.

15. Select Security Group customization and then click Next.

16. In the Security Group list, select the HR Security Group (because John belongs to HRSecurityGroup) or right click and select Edit option from the context menu or click Edit in the ribbon bar.

17. The Modify Existing Security group screen is displayed. Set Can Edit Item as OwnedItemsOnly and click Save.

    Note: On selecting the OwnedItemsOnly option, a small image is shown on the right side of the control. But you are not setting any specific form to render while editing, if not set the default form will be rendering while editing.

18. 'John' will able to edit his owned items only. If this user tries to edit the non-owned items, then system will prompt the user stating that "You can edit owned items only".

19. To test the same, login as 'John'.

20. Go to EmployeeDetails list. Try to edit a non-owned item. Select a non-owned item and click Edit option in the ribbon bar. The following message appears:

    You can edit your own items only.

21. Right-click the non-owned item. The Edit option will not be displayed in the context menu.

22. Now try to edit the owned item. Select owned item and click Edit option in the ribbon bar. You can edit the item.

23. Try to right click on the owned item. Select owned item and right click, in the context menu the Edit option is available.

Scenario 2

Roles

To describe this scenario effectively, assumed that there are two users 'Admin' and 'Kevin' in a repository and these users are mapped to different security groups at the repository level.

The following table depicts the users and their security groups:

Scenario Requirements

The admin user creates a new dynamic list named employee list with the following fields:

• First Name

• Middle Name

• Last Name

• Address 1

• Address 2

• Phone

• DOB

• DOJ

• System Name

• IP Address

• Email

• Salary

• Salary Advance and TDS

Also created an item in the list. The Administrator wants a user 'kevin' who belongs to Network team to edit list item (network related details) under this list, and at the same time administrator user do not want to show confidential information like Salary, Salary Advance and TDS in the list item while editing. So administrator user decided and created a new form with network related fields to be rendered for the 'Kevin' user while editing.

Note: admin user created a new form with network related fields with different versions as follows:

Form Name: Network_Employee_Details

Versions: 1, 2, 3

Version 1: available fields

Version 2: available fields

Version 3: available fields

All these versions have been published. Now admin user wants the user 'Kevin' edit all the items (both owned and non-owned) within the employee list. But while editing owned items user can use form with any version of the available versions. While editing non owned items user can use the form with version 1 only. By default, form for owned items is the form with version 3 and default form for non owned items is the form with version 1.

Scenario Solution

To do the same, follow the steps below:

24. Login as the administrator user.

25. Go to Enterprise Console > Lists > "Employee Details".

26. In the Employee Details list, click the Security option in the ribbon bar.

27. Select Advanced Settings > Enable List specific Security link to enable the security for this List.

28. On click of Enable List specific Security link, the Enable Security Wizard window is displayed.

29. Select both Security Group customization and Resource Mapping and then click Next.

30. Select Security Group customization and then click Next.

31. In the Security Group list, select the NetworkSecurityGroup (because kevin belong to this security group) either right click and select Edit option from the context menu or click Edit in the ribbon bar.

32. The Modify Existing Security group screen is displayed. Set Can Edit Item as Allow and then click Save. On selecting the allow option small image will appear on the right side on the control, click on the image.

33. On clicking of this image, the Form Lookup screen is displayed.

34. In the above Form Lookup page, the first section (Forms) specifies the forms to render both owned and non owned items. Select a form and version and click on add (>) button, the selected form will be added in the selected forms section on the right side. If a form selected with the "Form for Owned Items" option checked then that meant for owned items.

    The second section (Default Form for Owned Items) specifies the default form for owned items. The form which was used to create an item is populated by default.

    The last section (Default Form for Non-Owned Items) specifies the default form for non-owned items. The form which was used to create an item is populated by default.

    Note: In this Form Lookup, only published forms only available.

35. In this scenario, admin user wants the user 'Kevin' edit all items (both owned and non-owned) and while editing owned items user can use the form (Network_Employee_Details) with any version of the available 3 versions, and while editing non owned items user can use the form (Network_Employee_Details) with version 1 only. And default form for owned items is the form with version 3 and default form for non owned items is the form with version 1.

36. First, set the form with versions 1, 2 and 3 for owned items.

37. Similarly add the version 2 and 3.

38. Now for owned items, you have selected 3 versions and for non-owned items. You need to select only the version 1. Select the form name and select version 1 and add the form with out "Form for Owned Items" option checked.

39. Next, set the default form for owned items. In our scenario, default form for owned items is Network_Employee_Details form with version 3. So select the form name and version and click on add (>) in the "Default form for owned items" section.

40. Finally, you have to select the default form for non owned items. In our scenario the default form for non owned items is Network_Employee_Details form with version 1. So select the form name and version and click on add (>) in the "Default form for Non-Owned Items" section.

41. After selecting all required forms click on Continue button. This window will be closed and again you will be getting the "Modifying Existing security group" screen click on Save and Synchronize.

42. Now login with the 'Kevin' user credentials and go to 'EmployeeDetails' list.

43. For our example, in the employee list, you have 2 items. For one item admin is the owner and for another item 'Kevin' is the owner.

44. As per our scenario, 'Kevin' user able to edit both owned and non-owned items. First, try to edit the owned items. Select the owned item and right click on that item.

45. As per our scenario, while editing owned items user can use the form Network_Employee_Details form with version 1, 2 and 3. So when the user right clicks on owned item user will get the edit form name versions.

46. When the user with out selecting the form version clicks on Edit option in the context menu then the default form for owned items will be rendered.

47. Similarly, when the user selects an owned item and clicks on the Edit option in the ribbon bar then the default form for owned items will be rendered.

48. Now we will try to edit non-owned items. As per our scenario while editing non-owned items user can use Network_Employee_Details form with version 1 only.

49. Select a non-owned item and right click on that item.

50. As there is only one version, the sub menu for "Form name" will not appear. On clicking the form name, version 1 opens.

51. On clicking Edit in the context menu, the default form for non-owned items will be rendered.

52. Similarly, on selecting non-owned item and clicking Edit on the ribbon bar, the default form for non-owned items opens.