Permissions / Roles

In Integrify, permissions may be placed on almost any functional area with the system, by a system administrator, where a key icon is made available:


In this article, we will focus on setting permissions on all Processes, Process Categories, or even a specific Process within a Category.

An Integrify system administrator has the ability to apply a permission on almost any functional area with the system. Permissions can also correspond to the Publish Status of process.

When assigning permissions in Integrify you are essentially defining “Who” can do things and “What” they can do. Integrify has nine permission settings to select from. Below is a list of the available permission settings and their definition.

ViewConfig – gives the user the ability to view the configuration settings for an item
Edit – gives the users the ability to modify and save an item
Create – allows users to create a new item
Delete – allows users to remove an item
Run – allows users to initiate/view an item. This permission applies to Processes, Reports, Tabs and Widgets
Participate – allows users to contribute to an instances of an item. This permission applies to Processes.
Grant – allows users to provide access and set permissions for specific items
Manage – allows users to change an instance of an item. This permission applies to Processes and Groups
Monitor – gives users the ability to view Requests (instances of a process) to which they may or may not be assigned. This permission applies to Processes.

Adding a New Role

Let’s start by navigating to our Processes from the left-side navigation pane. You will be presented with a list of all categories for that contain your processes:



You will also notice that a golden key icon is made available at the top in the Set Permissions icon of the process list and then for each individual category that contains a process. By selecting this key icon you may make a new role but it will have varying scope.

For instance, if we were to select the key icon next to the Human Resources category, we could create a new role for that category and one which would be used by any process within that category. Conversely, if we were to create a new role by selecting the key icon in the actual Process Menu bar for the whole listing, we could create a role that could be used by any category or any process within those categories.

For this example, we will create a new Process Monitor role that may be used by any category and any process within those categories.

Start by selecting the Set Permissions icon in the Process Menu bar:

You should be presented with a new dialog similar to the following:

This dialog displays all of the roles that have been added at this level (your installation may vary).

To add the new Process Monitor role, select the New Role button. Add a new Name and optionally provide a description and press Save:

Once the role has been created you can find your role in the list and choose the Edit Permissions key icon for the role:

You will be presented with a series of check boxes in the Role Permissions window:

These permissions determine what a user can do to a process. Also, you will notice that the permissions also correspond to the Publish Status (Development, Inactive, Production, etc.) of a process.

In this scenario, we are just looking to give specific users access to monitor processes that are in a Production publish.It is possible, however, to grant a role access to view, edit, delete, monitor, etc for processes in Development, Testing, Production, or Inactive as well.

Note: In most monitoring scenarios, you will just be granting access to processes in a Production status.

As shown above, we are presented with the Production status options. We have selected the permission option and that is the Monitor.


The Monitor permission will enable the user to have access to the Monitor menu item under the My Dashboard navigation pane. This will allow them to view processes which they might not be assigned a task and review the task history.

Once the Monitor option is selected, press Save Permissions and then Close.


Adding Users to Roles

Since this role has been created at the very top level of all of our processes, it is available to any category or process. Depending on where I add members to this role it will dictate how much a particular user(s) can do.

For instance, if I select the key icon from the Process Menu bar and then add a member to that role, he/she will have access to monitor all processes in all categories.

If however, I wanted to just add a user(s) to monitor a specific category of processes, this can be done too. Below, we have selected the key icon next to the IT Services category in the process list:

These lists of roles are actually all roles that this category has inherited. Notice that the ability to edit a role is not available. This is an indicator that the role has been inherited somewhere above the category.

If I select the Members icon for the Process Monitor role here I will be presented with the following:

You can add either individual users or groups of user to be members of this role. In the example above, Cole Buchman will be able to monitor any process that occurs in the IT Services category.

If we were to navigate to a process within the IT Services and open the process, you will also notice the Set Permissions key icon associated with the process:

If you would like to only allow someone to be a process monitor for just this particular process, select the Set Permissions icon and you will be presented with a role list for this process:

Notice that this particular process has an HR Role that may be edited. This means a role has been created just for this process and is available just for this process. Also notice that the same Process Monitor role that was created is also still inherited down to this process too.

By selecting the members icon for the Process Monitor role we will be presented with:

We can see that Cole Buchman is a member of this role but we will not be able to remove her here. We can, however, add more users:

Now, Jane Doe and Bruce Smith will have access to monitor just this process in this IT Service, whereas Cole Buchman has access to monitor ALL processes for this category.



Last Updated on Tuesday, 27 August 2013 23:39


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