In this release:
Key Features and Enhancements
- Smart URL to create new BP records using a BP form (system users only)
- Smart URL support for non-system users
- Control access to Hub using Organization Hierarchy
- Enable feature and configure custom permission groups
- In Organization Hierarchy, add users to the entities
- In the Hub record, select the Organization Hierarchy entities that should be able to access the record, BP template, or BP form
- Access the records in Hub or Risk Profile
- Data migration when feature is enabled
- Limitations
- Create New System button moved up in Forms
- Share Questionnaire button made more prominent
- New badge added when creating systems from forms
- Close button added when in Build Data Flow step in BP record
- Last autosave indicator added in BP record
Feature Details
Smart URL to Create New BP Records Using a BP Form (System Users only)
By using a Smart URL for a Business Process Form, endusers can quickly create new BP Records without them needing to directly access Data Inventory Hub.
Administrators can generate a Smart URL off a BP form that is acting as a template, so only need to configure the form once. When the smart URL is accessed by the user and they enter the name of a new BP record, then the configuration of the template form is automatically copied into a new form for that new BP record.
Smart URL support is for System Users only at this time, which means that they need to be set up as users under the customer account. Non-system user support will come in a later release (see timing below).
This is how to set up the smart URL:
1. Create a BP Form and configure it to your specifications. This will be used as a template. For more information, see Creating a Business Process Form.
2. Click Generate Smart URL from the form editor and then configure the smart URL settings.
3. Copy the Smart URL and share with your users.
4. When accessing the URL, users will be asked to login and then enter in the name of the business process they want to create.
5. They will then be able to fill out the BP form that is created for this new business process record (Form configuration will be cloned off the Form where the Smart URL was configured).
NOTES:
- Users will also receive an email to the form so if they accidentally close it, they can still access it again by that email.
- Form owners can also resend the form to users if needed.
6. Form owner is notified when form is submitted and can Approve the new form to create the new BP Record.
Smart URL support for Non-System Users
Smart URL feature release to support non-System users is targeted for Mid-to-End of September.
Control Access to Hub using Organization Hierarchy
One can now configure which members of Organization Hierarchy entities should have access to Data Inventory Hub and Risk Profile records, templates or Forms. This can be helpful if you would like users from certain departments or other entities to have access to specific records in Hub pertinent to them, but not see all records. For example, IT users could be limited to only viewing/modifying Business Processes related to the IT department in both Hub and Risk Profile.
Enabling the feature and configuring custom permission groups
1. Contact the Support Team (support@trustarc.com) or your CSI Rep to enable the feature for you which will add a new entity access field to all your Hub records.
- Enabling the feature will add a new field called “Select the entities that should be able to access this record” on all Hub records (except Primary entity and Company Affiliate), BP templates, and BP forms.
- Organization entities will be automatically copied to this new access field from the “Owned By” field on a system record, or the “Owning entity” field in a BP record to help reduce setup work. This will be an asymmetric migration task that may take a little time to complete after Support enables the feature. Note that existing records should still be reviewed to ensure the correct entities have access.
2. A new permission group will need to be setup to enable access to records to be confined to members of the Organization Hierarchy entities added to the records. This is done through the Admin Module under User Settings > Permission Group Settings where entity types are configured with the “Org” attribute.
3. A new column called “Select” allows you to configure if users should be able to add any system to a business process record, or only add systems they have access to.
4. The new permission group will need to be assigned to the users that should only have access to records with entities which they are members of in organization hierarchy.
Add users to the entities in Organization Hierarchy
Access Organization Hierarchy via the Admin Module and add users by clicking the user icon.
- Click the user icon for the entity to add users. Users can also be added via CSV import from the Organization Hierarchy page.
- If a user is placed higher in the organizational hierarchy, then they will automatically gain access to all records that have any child entities added to the Hub record.
In the Hub record, select the Organization Hierarchy entities that should be able to access the record, BP template, or BP form
- Click the “Select the entities that should be able to access this record” field and search for organization hierarchy entities to add.
- You can hover over the entity name to see where in the hierarchy the entity sits.
- This can be done for the different record types including Business Process Templates, Records, Forms and Data Inventory records like Systems and Third Parties.
- Company affiliate and Primary entity access is based on membership for these entities directly in Organizational Hierarchy.
- You can also hover over the user icon count for the entity when adding to see a list of users that have been added to it.
- When a user creates a Hub record, the entities they are members of in Organization Hierarchy will automatically be added to the field. The user can remove/add entities to refine access.
Access the records in Hub or Risk Profile
- Users with administrator/user role in the Data Inventory Hub module will continue to see all records in Hub or Risk profile, as will any users who are not configured with the new custom role.
All records visible
- Users of the new permission group that is based on Organizational Hierarchy access will only be able to view or modify records where they are a member of an entity that has been added to the “Select the entities that should be able to access this record” field.
Only records show for users who are a member of the organization hierarchy entity added to the access field
- Users will also continue to be able to view/modify records that they have created.
Data migration when feature is enabled
- When the Control Access Via Organization Hierarchy feature is enabled, the new access field will become available in the record types.
- There will be a one-time migration of data to copy the owning entities to the new access field. For example, if the BP record has a Company affiliate owning entity, this will get added to the new access field on the BP record. If the system inventory record has a Company affiliate set as the owner, this will get added into the access field for that system record.
- This one-time migration is almost instantaneous in Data Inventory Hub, but the operation to reflect access permissions will take longer for the records visible in the Risk Profile (approx. 1800 records/hr will be processed from the time of the feature being enabled).
Limitations
There are two limitations of this feature which will be improved upon in a future release:
- Creator Limitation – If a record is created, that user that created it will automatically have access to the record in Data Inventory Hub. However, for the user to have access to the record in Risk Profile, they may need to ensure there is an entity added in the new access field that they are also a member of in Organization Hierarchy. If the user is already a member of an entity in Organization Hierarchy, then that entity will automatically be added to the Hub record which will give them access to it in Risk Profile.
- Collaborator Limitation – If a user invites another user using the “Invite Collaborator” feature in an inventory record, it will give that user access to the record in Hub, but not to the record in Risk Profile. It is important that an entity also be added to the new access field where the user invited is also a member of this entity in Organization Hierarchy.
Create New System button moved up in Forms
For the Systems question in BP forms, the position of the “Create New System” button has been moved above the list of Systems for better visibility.
Share Questionnaire button made more prominent
The visibility of the Share Questionnaire button in a business process form has been made more visible.
New badge Added When Creating Systems from Forms
- A “New” badge is now visible when a new system inventory record has been created from a Form. The new badge shows in the left navigation, on the added system and in the list of systems below.
- The color green continues to denote a new system, and purple an existing system. This will assist both the assignees answering the forms as well as the form owners approving the forms.
Close Button Added in Build Data Flow Step in BP Record
It is now possible to quickly close a system card and return to the Data Flow Chart by clicking the Close button.
Last Autosave Indicator Added in BP Record
- Changes made in the System Selection and Build Data Flow tabs of a Business Process record are auto saved while other pages in the BP record are saved when clicking the Next/Previous buttons or clicking different tabs at the top.
- For the System Selection and Build Data Flow pages, you can now find a Last Auto Save time at the top right of the card to help draw attention that your changes were made.
“Copy Configuration From Existing Form” option when Creating BP Form
When creating a new business P\process form for an existing business process record, one can now copy the form configurations from an existing form that is being used as a template. This can save time from having to manually configure a form more than once.
