You can configure the Approval activity to specify the actions the approver can take on the approval task. On the pages for performing the approval task, in the Approval section of the Web Interface, the task header contains the action buttons that are intended to apply the appropriate resolution to the task, such as Approve or Reject. The action buttons are located at the bottom of the header area. Which buttons are displayed depends upon configuration of the Approval activity.
To rename or hide an action button
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Go to the Customization tab in the Properties dialog for the Approval activity.
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Click Customize action buttons.
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Click the title of the button in the list, and then click Edit.
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In the Action Button Properties dialog, perform the following tasks:
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To rename the button, type the appropriate name in the Button title box.
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The new name will appear on the action button in the Web Interface.
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To hide the button, clear the Is visible on the pages for performing the approval task check box.
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As a result, the Web Interface will not display the action button.
You can restore the action button in the Web Interface by selecting the Is visible on the pages for performing the approval task check box.
NOTE: This option is unavailable for the Escalate and Delegate action types. The Web Interface displays the Escalate or Delegate button only if the Approval activity allows the approver to escalate or reassign (delegate) the approval task, respectively.
Action buttons appear on the pages for performing the approval task. Each button applies a certain action to the task. You can add buttons to create custom actions. Clicking a custom action button allows (Complete action type) or denies (Reject action type) the operation that is subject to approval. If-Else activities can refer to a custom action button by title and elect the appropriate branch of the workflow when the approver clicks that button.
To add a custom action button
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Navigate to the Customization tab in the Properties dialog for the Approval activity.
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Click Customize action buttons.
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Click Add.
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In the Action Button Properties dialog, do the following:
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In the Button title box, type the appropriate name of the button.
This name will appear on the action button in the Web Interface.
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From the Action type list, select the appropriate type of the action button.
When applied to an approval task, the Complete action type, causes the workflow to continue, allowing the operation that is subject to approval; the Reject action type button denies the operation.
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Select the Is visible on the pages for performing the approval task check box.
TIP: When adding a custom action button, One Identity recommends including instructions explaining the meaning and purpose of the custom action. You can enter these instructions in the Properties > Customization > Customize action buttons > Show this instruction for action buttons field of the Approval activity. The approver will see that text above the action buttons on the pages for performing the approval task in the Web Interface.
To complete an approval task, the approver normally has to fill in a confirmation dialog box. You can configure the Approval activity to prevent the confirmation dialog from appearing: Select the Suppress the confirmation dialog upon completion of approval task check box in the Customize action buttons area on the Customization tab in the Properties dialog for the Approval activity.
When configuring a Notification activity, you can specify notification settings such as workflow events to notify of, notification recipients, and notification message template. The same settings apply to the Notification section of other activities such as an Approval activity, a Search activity, and CRUD activities.
To view or change notification settings
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In the Active Roles Console tree, expand Configuration > Policies > Workflow, and select the workflow containing the activity you want to configure.
This opens the Workflow Designer in the Details pane, representing the workflow definition as a process diagram.
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In the process diagram, right-click the name of the activity and click Properties.
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Navigate to the Notification tab in the Properties dialog.
The page for configuring notifications includes three areas:
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Events, recipients, messages: In this area you can add, view, change, or remove notifications, each of which determines an event to notify of, the recipients of the notification message, the message delivery options, and the message template.
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Active Roles Web Interface URL in Notifications: This area is used to specify the address (URL) of the Active Roles Web Interface, for constructing hyperlinks in the notification messages.
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Email server settings: In this area you can view or change the name and other settings of the email server that is used for delivery of notification messages.
To add a notification
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In the Events, recipients and messages area, click Add.
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In the Notification Settings dialog, in the Select an event, list click the event to notify of.
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On the Notification Recipients tab, select check boxes to specify the notification recipients.
The email addresses of the recipients you select on the Notification Recipients tab appear in the To field of the notification email messages. To add recipient addresses to the Cc or Bcc field, click Cc Recipients or Bcc Recipients, respectively. This opens a page that is similar to the Notification Recipients tab, allowing you to view or change which recipient addresses will appear in the Cc or Bcc field.
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On the Notification Delivery tab, select the delivery options you want:
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Select the Immediate option for the notification message to be sent immediately, on every occurrence of the event.
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Select the Scheduled option for the notification messages within a certain time period to be grouped and sent as a single message; then, specify the desired period. This option is available only for the Task created event in an Approval activity.
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On the Notification Message tab, click Modify to view or change the message template, including the subject and the body of the notification message.
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In case of a Notification activity, choose additional options on the Notification Message tab as needed:
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Click OK to close the Notification Settings dialog.
For the Task created event in an Approval activity, notification can be configured so that notification messages are grouped together and sent out on a scheduled basis. If you select the Scheduled option on the Notification Delivery tab, the messages within a certain, scheduled period are accumulated in a temporary storage instead of being sent out immediately upon event occurrences. Upon the expiration of that period, all the collected messages are sent out as a single message. You can configure the activity to deliver notification on a daily or hourly schedule.
Clicking Modify on the Notification Message tab opens a window where you can view and modify e-mail notification templates. For each event type, the notification configuration defines a default template based on which Active Roles composes email notification messages. Each template includes XHTML markup along with the text and tokens representing information about the event.
To make notification messages more meaningful to the recipients, notification templates provide the option for the messages to include tokens representing additional information about the event. Click Insert Token to view a list of the available tokens. The list provides a brief description for each token.
You can edit templates in order to customize the contents and format of notification e-mails. The changes to templates are notification-specific and event-specific: When you modify the template for a certain event within the configuration of a certain notification, your changes have no effect on the other notifications or events. This allows different notifications and events to have different, custom notification templates.
To view or change a notification
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Click an entry in the Events, recipients and messages list, click Edit, and use the Notification Settings dialog as described earlier in this topic.
The address (URL) specified in this area is used to construct hyperlinks in the notification messages so that notification recipients can easily access the Web Interface pages for performing workflow tasks.
To specify the address of the Active Roles Web Interface
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In the edit box under Active Roles Web Interface, type the address (URL) of the Active Roles Web Interface site (for example, http://<server>/ARServerAdmin).
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Click Test to verify the address. If the address is correct, this opens the Web Interface site in your web browser.