How to create useful and good-looking BPS site pt.2 – Administrative site

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applies to version: 8.1.x; author: Marcin Wiktor

This article is continuation of “How to create useful and good looking BPS site” so it is recommended to familiarize yourself with it before proceeding to this article. Quick and easy way to create administration site for site from previous article will be shown.

1. Applications of administration site

Administration site itself will not add new possibilities or functionalities. Its purpose is to make administration of process groups and lists easier. Such site allows to gather all groups connected to one process in single place, which is useful for eg. When new employee comes and he has to be added to couple of such groups. Such site will significantly decrease amount of time needed to find all these groups.

Administrative site also makes easier to handover process administration to another person as every group or list will be described in one place.

2. Example of functionality:

For purposes of this article we will use exemplary invoice workflow form previous part of article without any changes to structure of workflow itself but with couple more details.

4 Sharepoint groups with following permissions were created:

–          Administration – BPS_FK_Admin

–          Modification (no delete) – BPS_FK_Modification

–          Starting new workflow – BPS_FK_Adding

–          Read-only – BPS_FK_Readonly

Additionally, new group which receives task in “Acceptation” step – BPS_FK_Acceptance – was created.

1
Graphic scheme of Cost invoice workflow

Second change is addition of two dictionary form fields which will use SharePoint lists: Payment form and Form of delivery

3. Creation and configuration of new Administrative site

First, new subsite entitled “Administrative site” has to be created on Cost invoice site. It has to be configured in following way:

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Administrative site navigation settings

Next step is to change site theme (if necessary) and deleting default WebParts from Main Page. Such site will not use any BPS WebParts so it is not necessary to configure BPS Feature. It is worth to remember though, if in future we would like to use one of BPS WebParts.

In order to reduce access to Administrative site, only process administrators group – BPS_FK_Admin will be allowed to enter such site.

In site settings click Site permissions.

3
Administrative site navigation settings

In permissions tab, on top in “Inheritance” section choose “Zatrymaj dziedziczenie uprawnien” and confirm such change.

As we want only administrator group to have acces to read and modify site, in group configuration choose following settings:

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Site permissions settings

After confirming changes, again go to site permissions to delete access for persons form before breaking inheritance of permissions.

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Deleting leftovers after inherited site permissions

Site content will be divided between two sites – Main page which will contain list of SharePoint groups and site containing list of used SP lists.

After creating such sites, modify navigation menu.

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Modified navigation menu

Next step is to create two position lists entitled – List of groups in Cost invoice process and second one – list of dictionaries in Cost invoice process.

In first list, go to “list settings” in “Settings” section.

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List settings button

List will consist of 3 columns:

–          Title (single line of text)

–          Description (single line of text)

–          Group name (Person or group)

In case of more advanced processes than this example, or systems using more than one company, it is useful to create additional columns which will aloe to quickly filter necessary data.

Such example may be “Company” column, in which company acronym could be stored. Another idea is “Type” column, which would describe permissions type or show group which receives tasks on given step. For processes which use higher number of groups, such columns will make it much easier to find groups we look for, even if we have correctly named groups.

First of our columns – title – is created by default while adding new list. In order to add two remaining groups, click “Create column”.

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Create column button

For “description” column, after setting information type for this column, leave default values in all remaining fields.

For last column – Group name – additional settings need to be changed according to screenshot below:

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Additional settings for Group name column

If everything is set correctly, add necessary groups to the list.

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Exemplary look of new item list

Now it is necessary to go back to main page, go into edit mode, choose appliacations from webpart list, find previously added group and add it to given page.

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WebPart displaying items list content

Save all changes and create second list entitled – “List of dictionaries for Cost invoice process”.

Configuration of columns should be similar to previous list:

–          Title (single line of text)

–          Description (single line of text)

–          List (hyperlink or image)

In additional settings of “List” column, check option that makes it necessary for column to contain information.

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Exemplary look of new items list

Go to “Manage Sharepoint lists” site and add WebPart with list, analogically as with previous list.

It is necessary to remember that administrator group on parent workflow site (Cost invoice) should have permissions that will allow group to edit item lists.

Congratulations! You have just created simple administrative site, which allows to manage groups and dictionaries in given process!

Exemplary process did not contain large amount of groups or dictionaries, so it was not necessary to expand such site, but such site may also contain SWE reports, with options available only for administrators (such as mass change of chosen value).

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