Multiple business entities

Applies to version 2017.1.3.x; Author: Krzysztof Gaszczyk

WEBCON BPS allows you to design processes around companies which have multiple business entities. This article describes the configuration of Multiple business entities and how they operate based both on newly created entities and on a process created to manage them.

This article is divided into the following parts:

  1. Business entities configuration
  2. Benefits in the data sources
  3. Changes in permissions to process and workflow
  4. Dynamic task attribution
  5. Working with business entity data
  6. Other improvements
  7. Summary

1. Business entities configuration

In order to configure multiple business entities open Studio and choose System settings and Business entities tab.


Start by clicking New in the upper part of the screen. Then fill at least the following fields: Code and Name, then save. For the purpose of this article, a business entity named User company will be created and will have the code: UC.


In the Permissions tab provide the user name or user group for whom User company will be the default business entity. It means that a specific user will be given a business entity by default to choose from his list.

Second business entity, UC2 named User company 2 was made analogously.

To sum up we have two business entities:

  • UC – User company – first business entity
  • UC2 – User company 2 – second business entity

2. Benefits in the data sources

Now let’s start data source configuration. Firstly create three data sources i.e. of Fixed values list type. The superior source is “Contractor” and two secondary sources are: CU contractors and CU2 contractors. Secondary source structure has to be the same as the superior sources. In secondary sources choose superior source “Contractor”. This is the final effect:


This is how the data sources are configured for specific business entities. Now create a new task in the process.


The result of creating data sources for specific business entities is that the “Contractor” field options depend on the chosen business entity.




This is because the ‘Business entity’ was specified in the data source configuration, binding the data source to a specific business entity. It allows having (for example) independent contractors list for many business entities. Any other data source can be edited in a similar way.

3. Changes in permissions to process and workflow

“User Privileges” tab in the process configuration window contains pages which should be filled with usernames of the people who can work in the process. A first and most important option during configuration of this tab is granting independent permissions to separate business entities. To do that provide correct user credentials in specific fields in the form field on “User company” and “User company 2” tabs.

Providing credentials in a specific tab and field allows distributing privileges to start a new workflow in business entities. This is how privileges can be divided between specific users in the process for different business entities. The same type of configuration exists for individual workflows. For example: editing privilege can provide be given to a certain group of people, they can then modify (without deletion) instances in business entity A. Then the same group can be given full administrative privileges to business entity B.

4. Dynamic task attribution

Business entity data can be used at dynamic task attribution on specific steps. Let’s assume that we have SharePoint groups for the Human Resources department for a couple of business entities, i.e. UC_HR, UC2_HR. Then, depending on the business entity chosen in the exercise, it will go to the specific group. To do that on path add an action  “Create task”. Then choose assigning task “By SQL or CAML query”. We provide select as the function just like on the screen below.

This action configuration will assign the task to HR group according to the business entity.

5. Working with business entity data

Using multiple business entities provides an opportunity to use the information about them, filled in step 1 of the configuration. With business entity data it is possible to use variables. For example, a group of form fields with business entity data can be created.


To configure the form field to present business entity data create a form field “text field”. In the field “Default value” choose three dots which are on the right side.


Then on the right side choose “System fields/Connected business entities”.


In this way, it is possible to use the data included in the business entities’ configuration. It is also possible to use this data while making business rules. More information in the next chapter.

6. Other improvements

  • While working on multiple business entities you can create an instance number blueprint based on the company number. With that, the instance number becomes more readable, especially to users who work in many business entities.

More information on instance numbers can be found in the following article:

Instance numbers in BPS


  • It is also possible to use business instance details while creating rules, both adhering to form and business rules. In “Connected business entities” field of “System fields” tab we can choose information about the entity with which it is possible to create rules.


More information about rules can be found in following article:

Business Rules

7. Summary

Working in a system with many business entities configured is no different than working with one business entity. It allows, however, to divide privileges to processes or workflows based on the chosen business entity. It also helps to much easier create data sources for specific business entities, which helps with readability and configuration of the data sources. It introduces creating instance numbers based on the data of the selected entity, adding business entity information to the business rules used in the system, which also can be customized for form fields.

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