Assigning Stakeholders by conditions

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Assigning Stakeholders by conditions

Overview

Through the Work portal administrators can define which users belong to a particular group of Stakeholders. If your project has one or more stakeholder definitions, you can relate end users to one or more of them.

 

To speed-up the mapping of users to stakeholder definitions, you can define conditions to automatically map them in batch.

 

When said conditions are applied through the Management Console in an environment, they are continuously being reviewed by Bizagi to enable or disable users as an specific Stakeholder. Once the conditions are executed in the target environment, all new users will automatically be mapped to a Stakeholder definition as soon as they meet any of the conditions defined.

When a user doesn't meet the condition anymore, their Stakeholder record will be automatically disabled.

 

Before you start

The definition of such conditions is done in Bizagi Studio, in the development environment. After you deploy the changes to the target environment, the synchronization process is done using the Management Console.

 

Prerequisites

1.Users must be created in the target environment via the Users administration menu.

2.There must be at least one stakeholder definition.

3.Before syncing stakeholders in the Test or Production environment, test the process in the development environment.

 

What you need to do

1.Create the Stakeholders conditions in Bizagi Studio

2.Test the synchronization on the development environment using the Management Console

3.Deploy a package to the target environment containing the stakeholder entity with its conditions

4.Run the synchronization in the target environment using the Management Console

 

1. Defining conditions for your Stakeholders

In order to define a condition to automatically map users,  go to the Expert view in Bizagi Studio and click Entities.

Locate the Stakeholder node and right-click it to select the Stakeholder configuration option:

 

assignation_01

 

In this window, you will be able to define a condition that determines which users will be marked for each of the different Stakeholders.

To do this, first select a Stakeholder in the left frame and then create a condition by building graphically an Or/And definition:

 

The image below shows how the Card Manager Stakeholder should automatically consider all users which have Authorization level set to Card manager OR those users whose Role is Manager.

 

assignation_02

 

Notice that this is a boolean condition, and you may use any information belonging to the user such as its role, skill, position, or even custom user properties.

These properties only apply when they have a relation to a parameter entity that can be managed from the development environment.

 

When a user matches the condition set through this option, they will be  mapped to that specific Stakeholder, as the synchronization using the Management Console is executed.

 

2. Test the synchronization on the development environment using the Management Console

Open the Management Console.

 

Click Migrate users to automatically map into a Stakeholders, those existing users whose information comply to the condition defined.

Accept the confirmation message.

 

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The tool displays a window to present the status of the synchronization.

 

assignation_04

 

The process can be canceled before the completion, and the entire mapping rolls back.

 

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If there are no users to sync a message informs as follows.

 

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When the process is finished, review the stakeholder's menu in the Work Portal to verify that users have been migrated.

 

You may verify directly in the Work portal that such users are mapped into your Stakeholders, due to that condition definition:

 

assignation_03

 

3. Deploy to the target environment containing the stakeholder entity with its conditions

When you have tested that the synchronization work as expected, you can deploy a package containing the Stakeholder.

Once the package has been deployed you can Run the synchronization in the target environment using the Management Console. This is done following the exact same steps mentioned above.

 

When the process is finished, review the Stakeholder administration menu. Remember that the conditions will be continuously reviewed by Bizagi as users are updated, to map them when they meet the conditions or to disable them as they stop meeting them.

 

Considerations

Consider the following notes:

 

1. Manual configuration/revision may still be needed.

Note that there will most likely be additional information which varies from Stakeholder to Stakeholder (and which are not applicable specific to WFUser).

Since this additional information is not present in the WFUser entity, then you will need to enter it manually.

This means that even though you use this feature (with or without the Migrate users option), you may need to edit the information of a user which has been automatically mapped as a Stakeholder.

 

2. Manual Stakeholder assignations

The Stakeholders assignment in the Work Portal has priority over the assignment done automatically.

 

3. The synchronization process is done asynchronously

When the process is started, Bizagi maps in batches of 100 users to guarantee that there are is no performance impact in the target environment.

 

4. Changing conditions

The conditions to map users to Stakeholders is done in the development environment. If these need to change, it is necessary to perform the change in development and deploy the change to the target environment.