Workflow Profile Settings for Participant Selection

• Deprecated settings
• Placeholder (pre-defined) participants
  • Selection options
• Ad-Hoc reviewers
  • Selection options
• Ad-Hoc reviewer added from Form View
  • Selection options
• Limit Search Filter Options for Add a Step Participant
  • Defined Participant in a Step
  • Undefined Participant in a Step
  • Hide Ad-Hoc Controls

Deprecated settings

• Allow Add Ad-Hoc Participants is deprecated in V2.
  • If the specified roles = Everyone or includes the Ad-Hoc role, the option to add a new Ad-Hoc reviewer will display.
• Several other participant selection settings were deprecated in V2. Those settings are shown in a gray box with an X in the sections below.

Placeholder (pre-defined) participants

Placeholder participants are participants defined in the workflow profile.

Selection options

• Allow Multi-Select Participants (Participant Level)
  • Specifies whether the multi-select screen should display for participant selection.

  • In the Start One Page Express Workflow, this setting is referenced when the user clicks on the step participant to replace/pick a new participant.

    

  • In the Workflow Details, this setting is referenced when clicking on the ‘Add Participant with Same Role’ button and the current participant role does NOT include “AdHoc”. 
     

    

  • The ‘Add Participant’ button in this screen does not reference either of the multi-select settings
     

    

• Default Participant
  • This can be a specific Employee Id or an expression that evaluates to a single employee (e.g., the active user).
• Allowed Roles
  • Specifies the roles available in the filter drop-down.
  • The option to add an Ad Hoc employee displays if “Allowed Roles” = Everyone OR if “Allowed Roles” includes Ad-Hoc Reviewer.
• List of Available Employees
  • Displays in the filter drop-down if “Optional Tagged Text expression” includes a valid expression.
• Search All Employees
  • Displays in the filter-drop-down if “Allow these roles to search all employees” includes the active user’s role.
  • Does not display if “Allow these roles to search all employees” includes NoAccessAllowed, regardless any of other roles selected.
• Default Selection Option and Default Filter
  • Specifies whether the filter defaults to List of Available Employees, Search All Employees, or a specific role (Quick Filter)

• Can Add/Edit/Delete Participants (Workflow Profile participant property CanAddParticipants)
  • If this is checked for the current step participant and *auth setting AllowSettingOfWFParticipants = true, in the Workflow Instance, the current step participant can Add a participant or Replace a participant (both at participant level) or Add Participant (at the step level) in the current step only.
    *Auth Settings in this case will come from where the job was opened from.
    • For instance, if the job was opened from the Job Management grid, the auth settings file will be the one assigned to the Job Management node.
    • If the job is opened from the user tasks on the home page, it will be the node assigned there (i.e. ManagerReviewJobTemplates).
  • If the Admin or JDAdmin User is logged in they can Add a participant or Replace a participant or Add Participant (at step level) regardless of this setting. This includes impersonations (if Admin or JDAdmin is impersonating a non-Admin or non-JDAdmin user, they will have the functionality.)
  • Non Admin or non JDAdmin user will see the two buttons but will get the message below if the setting is unchecked for their step. 
    “Sorry, you are not authorized to use this function!”

• Delete Participant is deprecated in V2.
   

  

  

Ad-Hoc reviewers

Ad-Hoc reviewers are workflow participants not defined in the workflow profile.

Selection options

• Allow Multi Select Additional Participants - Step Level
  • Specifies whether the multi-select screen should display for participant selection.

  • In the Start One Page Express Workflow, this setting is referenced when the user clicks on the ‘Add Participant(s)’ button below the Step Participant.
     

    

  • In the Workflow Details, this setting is referenced when clicking on the ‘Add Participant with Same Role’ button and the current participant role does includes “AdHoc”. 
     

    

  • The ‘Add Participant’ button in this screen does not reference either of the multi-select settings

    

• Show All Roles OR Limit the roles to the checked items
  • Specifies the roles available in the filter drop-down.
  • The option to add an Ad Hoc employee displays if “Show all roles in the Select Participant screen” is selected OR if “Limit the roles to the checked items below” includes Ad Hoc Users.
• Search All Employees
  • Displays in the filter drop-down if “Allow these roles to search all employees” includes the active user’s role.
  • Does not display if “Allow these roles to search all employees” includes NoAccessAllowed, regardless any of other roles selected.

Ad-Hoc reviewer added from Form View

Workflow participants can be given access to add an Ad-Hoc reviewer while editing the job.

Selection options

• Show All Roles OR Limit the roles to the checked items
  • Specifies the roles available in the filter drop-down.
  • Option to add an Ad Hoc employee displays if “Show all roles in the Select Participant screen” is selected OR if “Limit the roles to the checked items below” includes Ad Hoc Users.
  • Limit Roles to checked items below applies for adding a participant that is not defined in the step.
• Search All Employees
  • Displays in the filter drop-down if “Allow these roles to search all employees” includes the active user’s role.
  • Does not display if “Allow these roles to search all employees” includes NoAccessAllowed, regardless any of other roles selected.
• Default Selection Option and Default Filter
  • Specifies whether the filter defaults to Search All Employees or a specific role (Quick Filter).

Limit Search Filter Options for Add a Step Participant

Defined Participant in a Step

For a step participant that is defined with a role within a workflow, the filters for the Add Participant screen can be limited by:

1. In the Workflow Profile >
2. Select the Step
3. Select the Role
4. Select Properties
5. Open the editor for RolesAllowedToAdd_string and define a semi-colon separated list of permitted roles that the filter drop down should include.
   1. Use the edit pop out with the property.
   2. There should be No Spaces between options.
   3. If the list contains a User Role, then a lookup of the Role Names in Business Rules will be performed. For instance, in the example below, User_Role_2 is included. In Business Rules, this property is defined as ‘Executive’ so that is what displays in the filter drop down.
   4. Options listed below:

Direct_Manager	HRGeneralists	User_Role_5
ManagerPlusOne_For_Job	HRGeneralist1	User_Role_6
InDirect_Managers_For_Job	HRGeneralist2	User_Role_7
All_Managers	HRGeneralist3	User_Role_8
Job_Description_Reviewers	User_Role_1	User_Role_9
Job_Description_Administrators	User_Role_2	User_Role_10
CompensationManagers	User_Role_3	Admin
Recruiters	User_Role_4	AdHoc

Undefined Participant in a Step

For adding an undefined participant to a step in a workflow, the filters for the Add Participant screen can be limited by:

1. In the Workflow Profile >
2. Select the Step
3. Select the Select Participant Roles tab
4. Select Limit the roles to the checked items below:

5. Select which roles to include in the filters.
    

   

   

   

Hide Ad-Hoc Controls

To hide the Ad-Hoc fields and button ‘Add Ad Hoc’, ensure that ‘Ad-Hoc’ is EXCLUDED from the Allowed Roles for Participant Profile Definition.