Required permisisons for workflows

N
Badge +3

Hey all, so I thought that you only needed contribute rights on the K2 BlackPearl Data Connections  library and not the actual form library where the workflow is kicked off from.


I have a user who has contribute rights on the K2 BlackPearl Data Connections  library, but no the expense request library (for this instance)


When they try and even open the form, it gives them just a correlation ID and a message that says


"This form cannot be opened in a Web browser. To open this form, use Microsoft InfoPath."


As soon as I give that user contribute rights to the actual expense request library, the form works fine.  Of course the problem with this is everyone can access the tasks that build up in said library.


 


Am I missing somehting here?  Thanks!

12 replies

T
Badge +10

Actually at runtime I its just the opposite.  Users would need read access to the data connection libraries and contribute access to where the form is published when using Form Services.


The problem that everyone can access the form library is correct but typically manageable by not changing the default view so that all the in progress forms are not seen.  I normally don't even make the form library visible on the quick link and on the main site page just provide a link to launch the form.  All in progress or finished forms should be saved to other form libraries where the users only have read access.


I hope this helps.


Tim

N
Badge +3

thanks for the reply.


So, if I'm reading that correctly, you modify the default view on the form library that houses the form itself to hide all the tasks that live in there temporarily?


I do just provide the link to the forms via our knowledgebase (article with a "To complete an expense request click here" hyper link) and then I also do have the Archive form library that no one outside of the business unit has access to.


Thanks for the thoughts on this

T
Badge +10

Yes.  I normally set up a filter on the default view on the form library so that it filters on the ID=-1 which of course will be blank.


In the workflow I save out the in progress and the completed InfoPath forms to the Archive library setting its status accordingly (In Progress or Completed) and as mentioned only the business administrators and the K2 Service have more than read permissions.

N
Badge +3

This is good info, thank you.


 


I was just setting "My Documents" as the default view and then making the "All Documnets" view not available from the views drop down.  Could take your approach as well to hide absolutly everything, even if there were a task that they ultimatly had access to.


With all this view modification though, and the fact the end user has contribute rights to the form library, how would you remove permissions so they cannot create a new view if they tried?


On a side note, do you have a trick to drop the end user off at a different location than the form library itself after they are done with a form?  In my example above, they follow a hyper link from a KB article, but once they submit the form, they are dropped off at the form library page...

N
Badge +3

Found my answer for removing the ability to create a new view which could potentialy expose all tasks/docs in the form library


Central Admin -> Manage Web App -> User Permissions -> Personal Permissions section


Then just unchecked the ability to create views.


 


All of this should lock down the form library the way I need to, thanks for making me think!


 


Do you happen to have an answer or method for dropping the end user off at a different location than the form library once they submit a form?


 


Many thanks!

T
Badge +10

Yes, in a content editor webpart on the main site page I configure the InfoPath Form services URL in the following way.  When its submitted I'm redirected to the main site page not back into the form library.


http://portal.denallix.com/HR/_layouts/FormServer.aspx?XsnLocation=http://portal.denallix.com/HR/HR Onboarding Form/Forms/template_-myXSD-2013-04-04T16-55-29.xsn&SaveLocation=http://portal.denallix.com/HR/HR Onboarding Form&Source=http://portal.denallix.com/HR/SitePages/Home.aspx&DefaultItemOpen=1


 

N
Badge +3

Interesting.  so you can change it to anything you want after Savelocation=


 


How does having that in a content editor web part affect the workflow though?  Is there more code to go in the content editor web part or how do you configure InfoPath services through there?

N
Badge +3

Can I trouble you for more help with the content on the Content Editor Web Part?  I just dont' understand what part of that string to change to dictate where you end up at and what other code is needed in the web part for that to work...

T
Badge +10

In the content editor webpart in the Format Tab, URL add your URL


http://portal.denallix.com/HR/_layouts/FormServer.aspx?XsnLocation=http://portal.denallix.com/HR/HR Onboarding Form/Forms/template_-myXSD-2013-04-04T16-55-29.xsn&SaveLocation=http://portal.denallix.com/HR/HR Onboarding Form&Source=http://portal.denallix.com/HR/SitePages/Home.aspx&DefaultItemOpen=1


Probably where you're struggling is getting the xsn which changes everytime you publish your process from K2.  To get this go to your Form library, Library Settings, Advanced Settings and in the Template URL copy the Template URL and use that to build your URL string similar to the above.


 

N
Badge +3

timkn, sorry I'm just not getting this...waiting for that ah ha! moment....


 


So, I understand the link from my forms library is


http://eprocessdev/acct/_layouts/FormServer.aspx?XsnLocation=http://eprocessdev/acct/Expense%20Request/Forms/ExpenseRequest-myXSD-2013-06-26T08-31-34.xsn&SaveLocation=http%3A%2F%2Feprocessdev%2Facct%2FExpense%20Request&ClientInstalled=true&Source=http%3A%2F%2Feprocessdev%2Facct%2FExpense%2520Request%2FForms%2FMyItems%2Easpx&DefaultItemOpen=1


but I still don't get how a Content Editor web part on the site will affect that link from someone else starts a work flow.  I don't see a URL on any tab/ribbon whilst editing the web part.


so from my understanding though, you can (somehow) modify that last string to end up on a different page than when one is started, that's the goal right?


 


Many thanks for helping me on this one... 

T
Badge +10

Never really noticed the order before but there is a bit of a trick to it.


Add the content web part and then choose to edit it.  Insert text first then the content web part allows you to Insert a link to the text you added which is where you can added the URL above.  You'll then see the URL option in the format.  Give that a shot.


The below link should also help.


http://office.microsoft.com/en-ca/sharepoint-foundation-help/using-the-content-editor-web-part-HA101794745.aspx

N
Badge +3

I think I misunderstood what you were doing with the content editor WP.  I thought you were doing some trickery to change the link in the Form Library when you click on the "Add Document" link.  Hyperlinking text with said web part I understand.


I've changed my published links (Users following links to start workflows from wiki's and such)


from


http://eprocessdev/acct/_layouts/FormServer.aspx?XsnLocation=http://eprocessdev/acct/Expense%20Request/Forms/ExpenseRequest-myXSD-2013-06-26T08-31-34.xsn&SaveLocation=http%3A%2F%2Feprocessdev%2Facct%2FExpense%20Request&ClientInstalled=true&Source=http%3A%2F%2Feprocessdev%2Facct%2FExpense%2520Request%2FForms%2FMyItems%2Easpx&DefaultItemOpen=1


to


http://eprocessdev/acct/_layouts/FormServer.aspx?XsnLocation=http://eprocessdev/acct/Expense%20Request/Forms/ExpenseRequest-myXSD-2013-06-26T08-31-34.xsn&SaveLocation=http%3A%2F%2Feprocessdev%2Facct%2FExpense%20Request&ClientInstalled=true&Source=http%3A%2F%2Feprocessdev%2Facct%2FDefault%2Easpx


Then they are dropped off at the top of the site collection that has a "Please close this wondow" message as the only content on the page.


I do wish you could drop them off in a different site collection though...but the message to close the window is good enough.



Thanks for the replys!

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