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    Igor Touguinhó
    Grouping contents by work division and showing tasks only to...
    Topic posted December 6, 2018 by Igor TouguinhóBlue Ribbon: 750+ Points, last edited December 6, 2018, tagged Knowledge Advanced 
    52 Views, 4 Comments
    Title:
    Grouping contents by work division and showing tasks only to right work division
    Summary:
    I need to show workflow tasks only to the correct group
    Content:

    I have some groups on my company, like IT division, Marketing division, Legal division and more ..

    We have contents on our KA that are created by all of those divisions with some workflow steps.

    For example:

    My workflow is something like this:

    Step1 (Creation) -> Step2 (Revision) -> Step3 (Publish)

    When someone on IT division creates a content and starts the workflow, I need that only persons from IT division (that have access to Step2) can see this content on TASKS TAB. Because nobody from other divisions can approve this workflow step, only from IT division.
    Without this solution, someone on Marketing division can approve workflow's step from IT division contents.

     

    Today, I have created a lot of content types for each division, but this solution seems to be wrong besides being so much ugly, for example:

    • FAQ - IT division
    • FAQ - Marketing division
    • ...
    • ...

    If I have 1000 division on my company, I'll have to create 1000 content types from EACH content type (FAQ, NEWS, ...).

     

    How can I create only ONE content type and do this groups by division? Someone has the same problem and has the "correct" solution?

    Version:
    KA 18C

    Comment

     

    • Sebastiaan Draaisma

      Hi Igor.

      I had a similar problem in the past (years back) with the regular knowledge base. At that time I was unable to create a 'dynamic' report that would look at the queue and use this automatically in a filter so you could have one workspace only (or at least one report). I was always unable to get this working.

      If I would have to do this again I would look into the use of custom script (inside your report) and would try to set the report filter dynamically. I have not done this myself (yet) but there are some topics on this subject. This being one of them: Run time filter value in the analytics custom script.

    • Tessa Mostrom

      I was able to solve by creating work groups teams and then creating conditions to match in the workflow steps. 

       

      Example:

       

      Workflow Steps

      1 . Draft

      2 . TEAM 1 Quality Review

      3 . TEAM 1 Business Review

      4 . TEAM 2 Quality Review 

      5 . TEAM 2 Business Review

      6 . TEAM 3 Quality Review

      7 . TEAM 3 Business Review

       

      Draft conditions:

      Condition name [TEAM 2 flow]

      Advance step to TEAM 2 Quality Review if record contains all of the following:

      Document Type Equals ANY

      Available Categories [NONE SELECTED]

      Available Products [NONE SELECTED]

      Teams: TEAM 2

      User Group Conditions [NONE SELECTED]

       

      Draft conditions:

      Condition name [TEAM 3 flow]

      Advance step to TEAM 3 Quality Review if record contains all of the following:

      Document Type Equals ANY

      Available Categories [NONE SELECTED]

      Available Products [NONE SELECTED]

      Teams: TEAM 3

      User Group Conditions [NONE SELECTED]

       

      TEAM 1 Business Review workflow condition properties

      Condition name: TEAM 1 PUBLISH

      Advance to step Publish if the record contains any of the following:

      Only modification is to Add all User groups

       

      TEAM 2 Business Review workflow condition properties

      Condition name: TEAM 2 PUBLISH

      Advance to step Publish if the record contains any of the following:

      Only modification is to Add all User groups