DUB K2 Workspace Administration.LABS.pdf

SourceCode Technology Holdings Inc All Rights Reserved K2 Workspace Administration LABS This document contains the step by step instructions to complete the demonstrations and lab exercises for the learning module 200 DUB K2 Workspace Administration Contents Virtual Environment Prerequisites 3 LAB 1 Managing Workflow and K2 Server Rights 4 LAB 2 Managing Process Instances 9 LAB 3 Managing Worklist Items and setting up Out of Office for a user 14 LAB 4 Retrying a process in Error state 18 LAB 5 Managing Process Versions and server event security context 20 200 DUB Version 2 Revision 1 200 DUB K2 Workspace Administration LABS Virtual Environment Prerequisites SourceCode Technology Holdings Inc All Rights Reserved Page 2 Conventions The following table documents the conventions used throughout this module Convention Description Bold Text With Border Represents commands controls items menus options parameters and file and folder paths For example in an instruction to click on the OK button look for a control on the page with OK as its name When you see text represented like this you should see a control window or field on the user interface with the same name Fixed pitch font Represents text or code that must be entered exactly as shown When you see text represented in this style you should be typing this text into a textbox control code window or other UI component Italic text in Square Brackets Represents variables or values to be selected from the K2 Context browser Fixed pitch italic font Represents additional instructions explanations or a description of expected behavior in Demonstrations and Lab Exercises Represents a key to be pressed on the keyboard For example represents the Control key on the keyboard Represents a best practice Best practices are the recommended approach or guidance for specific scenarios When you see the Best Practice icon consider how this practice impacts your requirements or how you can implement this practice in your environment Represents important information Important information is highlighted in order to draw attention to a key piece of information and typically serves as a warning or point you should bear in mind when using the K2 platform in your K2 solutions Represents a note Notes explain a topic or provide additional information and can provide a summary or explanatory point about a topic Explains a concept or a provides an explanation for a step in an exercise Represents a hint tip or available tools and resources that can help you during the design and development cycles of a K2 solution Denotes technical information This information is not vital in terms of meeting the goals of the learning module but may be of interest to technical users Estimated time to complete a task step or exercise The information contained in this document and its associated resources including uniform resource locators and identifiers is subject to change without notice Unless explicitly stated otherwise the people organizations companies places domain names e mail addresses products logos and events depicted are fictitious and no association with any actual people organizations companies places domain names e mail addresses products logos and events is intended or should be inferred under any circumstance SourceCode may have patents patent applications trademarks copyrights and or other intellectual property rights covering all or part of the subject matter in this document and its associated resources Except as expressly permitted by license agreement with SourceCode Technology Holdings Inc the furnishing of this document and associated resources does not grant any license whatsoever to these patents trademarks copyrights and or other intellectual property This document and its associated resources are the sole property of SourceCode Technology Holdings Inc and SourceCode reserves all rights related to the information contained herein Without limiting rights under copyright no part of this document or its associated resources may be reproduced stored or introduced into a retrieval system or transmitted in any form or by any means without the prior written consent of SourceCode Technology Holdings Inc Copyright 2011 2013 SourceCode Technology Holdings Inc All rights reserved SourceCode software products are protected by one or more U S Patents Other patents pending SourceCode K2 K2 blackpearl K2 blackpoint K2 connect the four squares logo and K2 logotype are registered trademarks or trademarks of SourceCode Technology Holdings Inc in the United States and or other countries The names of actual companies and products mentioned herein may be the trademarks of their respective owners Questions Comments or Feedback about this training module Please E mail learning with your comments or feedback We appreciate any feedback that helps us to improve the quality of our learning material 200 DUB K2 Workspace Administration LABS Virtual Environment Prerequisites SourceCode Technology Holdings Inc All Rights Reserved Page 3 Virtual Environment Prerequisites This learning module has prerequisites which need to be configured to support the lab exercises Follow the instructions below to set up the prerequisites for this learning module This script should be executed in the Virtual Server environment which accompanies this learning module Step Instructions Step 1 Install the prerequisites for this training module in the Virtual Server environment A script is provided that will create all the prerequisites for this module Tasks Log on to the virtual environment with the following credentials 1 Username Denallix Administrator Password K2pass Copy the file K2 Learning 200 DUB exe provided with this learning module to any 2 location in the Virtual Server environment You may download the exe file from the K2 Learning Module Installers Download shortcut on the VPC desktop or directly from the following URL ftp K2LearningInstallers k2learning Learning 200 DUB exe Ask your instructor for help if needed Double click the file K2 Learning 200 DUB exe to start the extract process You 3 should extract the files to C K2 Learning this value should be set correctly by default After the extract process has completed double click the file 4 C K2 Learning 200 DUB Setup SetupPreRequisites bat to install and deploy the prerequisites for this training module Once you see the success message Completed setting up prerequisites for 5 learning module close the command window 200 DUB K2 Workspace Administration LABS LAB 1 Managing Workflow and K2 Server Rights SourceCode Technology Holdings Inc All Rights Reserved Page 4 LAB 1 Managing Workflow and K2 Server Rights Objective In this guided lab exercise you will use K2 workspace to assign different rights to different users and groups for a sample workflow Duration This guided lab exercise should take around 10 minutes to complete Although a step by step guide to complete this guided lab is provided you should preferably follow along with the instructor to complete this exercise rather than reading the step by step guide Context In this exercise we will set up K2 server permissions for that only certain users can use the management console and certain users can deploy new workflow definitions to the K2 server We will also configure process level permissions to control the security level for a sample workflow Step Instructions Step 1 Install the prerequisites A script is provided that will create all the prerequisites for this module Tasks If you have not already done so follow the instructions at the start of this learning 1 module under the Virtual Environment Prerequisites heading to install the prerequisites for this learning module in the provided Virtual Server environment Note You may already have executed this script at the beginning of this module in which case you may continue to the next part Step 2 Launch the Workspace and open the management console Tasks Launch the K2 workspace and open the Management Console 1 Walkthrough a Using the shortcut on the desktop or the Start Menu open the K2 Workspace LAB 1 Managing Workflow and K2 Server Rights In this guided lab exercise you will learn how to manage process permissions for a workflow using the K2 Workspace and how to manage rights on the K2 server 10 minutes 200 DUB K2 Workspace Administration LABS LAB 1 Managing Workflow and K2 Server Rights SourceCode Technology Holdings Inc All Rights Reserved Page 5 Step Instructions The K2 workspace is a web based application The Management Console is used to administer a K2 environment Note The URL used to access the Workspace will differ in your organization s K2 environment Check with your K2 administrator or installation notes what the URL for your environment would be or just connect to the K2 server open the K2 workspace from the desktop start menu to determine what the URL for your environment s Workspace website is b Once the Workspace has opened open the Management Console Step 3 Set up Deploy and Admin permissions on the K2 environment Users Groups with Admin permissions can administer a K2 environment Users Groups with Deploy permissions can export new workflow definitions to a K2 environment Tasks Give the user Bob Admin rights on the K2 environment 1 Give the Operations group Deploy rights on the K2 environment 2 Walkthrough a In the Management Console treeview expand the Workflow Server node and select Server Rights A list of users with rights on the K2 environment is displayed b Click on the Add button to add a user to the environment c Enter Bob in the Starts with textbox and then click Search to find the user Bob Maggio 200 DUB K2 Workspace Administration LABS LAB 1 Managing Workflow and K2 Server Rights SourceCode Technology Holdings Inc All Rights Reserved Page 6 Step Instructions d Click the checkbox next to Bob s name and then click OK e Select the Admin right and click Save to give Bob Admin rights on the K2 environment Bob will now be able to open the K2 Management Console and administer the K2 environment f Click on the Add button again and this time search for the Group Operations g Check the checkbox next to Operations and then give the Operations group Export rights to the K2 environment Users in the Operations group in Active Directory will now be able to deploy new workflow definitions to the K2 server It is recommended to use AD Groups or SharePoint groups when assigning K2 permissions since you can manage the group membership in a different environment and K2 will automatically apply security to the members of that group 200 DUB K2 Workspace Administration LABS LAB 1 Managing Workflow and K2 Server Rights SourceCode Technology Holdings Inc All Rights Reserved Page 7 Step Instructions Step 4 Set up Workflow Permissions Users Groups will require permissions on a workflow before they will be allowed to start administer or report on a workflow Tasks Give the user Chad Admin rights on the workflow 1 K2Learning 200DUB Workflow Administration Sample Give the group Domain Users Start and View Participate rights on the workflow 2 K2Learning 200DUB Workflow Administration Sample Walkthrough a In the Management Console treeview expand the Workflow Server node expand the Processes node expand the K2Learning node and then locate and expand the workflow 200DUB Workflow Administration Sample b Click on the Process rights item under the workflow name Notice that Administrator already has rights on the workflow since the user account that deploys the workflow automatically gets Admin rights c Click on the Add button to add a user to the workflow d In the search for users Groups or Roles dialog box enter Chad in the Starts with textbox and click Search e Click the checkbox next to Chad s name and click OK f Chad s name is shown in the rights assignment screen Check the Admin checkbox and click Save to apply the new permissions to the workflow Notice that Chad and Administrator now both have Admin rights on the workflow This means they can stop start delete reassign tasks redirect the workflow to other steps and manage permissions on the workflow among other administrative tasks g Click on the Add button to search for another User Group and then search for the Group Domain Users as shown below 200 DUB K2 Workspace Administration LABS LAB 1 Managing Workflow and K2 Server Rights SourceCode Technology Holdings Inc All Rights Reserved Page 8 Step Instructions h Select the checkbox next to Domain Users and then click the OK button to add them to the rights assignment screen i Give Domain Users the Start and View Participate rights on the workflow and then click Save to apply the changes You should now see a typical representation of workflow rights The K2 administrator has admin permissions on the workflow the workflow owner typically a business user or another administrator also has Admin rights so that they can manage the workflow and a large group of users has Start and usually View or View Participate rights on the workflow so that they can start and report on the workflow Lab 1 complete You have completed this lab exercise In most K2 environments a group of users would have Admin permissions on the K2 server a different group may have Export permissions on the K2 server and then each workflow definition would have an appropriate set of permissions assigned You can search for multiple groups users at the same time and you can always manage the workflow permissions later You can also manage workflow permissions over multiple workflow definitions for a single user group at the same time using the Users Process Rights node in the workspace shown below 200 DUB K2 Workspace Administration LABS LAB 2 Managing Process Instances SourceCode Technology Holdings Inc All Rights Reserved Page 9 LAB 2 Managing Process Instances Objective In this guided lab exercise you will use the Instance Management functions to administer running instances of a workflow Duration This guided lab exercise should take around 10 minutes to complete Although a step by step guide to complete this guided lab is provided you should preferably follow along with the instructor to complete this exercise rather than reading the step by step guide Context You will use the Instances functions to start several instances of a sample workflow and then suspend resume an instance and delete another The sample process we are using doesn t serve any purpose other than being a test process Step Instructions Step 1 Start instances of a workflow manually from the workspace You can manually start new instances of a workflow from the workspace this is normally used to test Tasks Open the Instances node for the 200DUB Workflow Administration Sample 1 workflow Use the Start New link to start 6 new instances of the workflow with the following 2 Folios Task Override Activity Override Start Stop Deleted Normal Execution 1 Normal Execution 2 LAB 2 Managing Process Instances In this guided lab exercise you will use the Instances management feature in K2 workspace to start new process instances and override and manage these instances 10 minutes 200 DUB K2 Workspace Administration LABS LAB 2 Managing Process Instances SourceCode Technology Holdings Inc All Rights Reserved Page 10 Step Instructions a workflow Walkthrough a Open the Instances node under the 200DUB Workflow Administration Sample workflow b Click on the Start New button c Un check the Use Date option and enter the following value as the Folio Task Override d Click the Load Data Fields option just to show the available data fields in the workflow Note if you needed to set data field values on the workflow when starting the workflow manually you can set each datafield value in this screen for the purposes of this exercise we just wanted to show you the relevant screen to set datafield values e Click the Start button to start a new instance of the workflow f Notice that a new instance is registered in the list of instances and the status is Running This indicates that the K2 server is executing code for the workflow g Click the refresh icon next to the search toolbar and notice that the workflow status has changed to Active This means that the workflow is currently waiting for some event most often a user to complete their workflow task h Click on the Start button again to start a new instance of the workflow with a Folio of Activity Override i Repeat the same Start action to start four more instances of the workflow with the following Folios Start Stop 200 DUB K2 Workspace Administration LABS LAB 2 Managing Process Instances SourceCode Technology Holdings Inc All Rights Reserved Page 11 Step Instructions Deleted Normal Execution 1 Normal Execution 2 j Refresh the list of instances and you should see that they are all Active Step 2 Stop Resume and Delete process instances You can suspend resume and delete workflow instances from the workspace as long as the workflows have not completed yet Tasks Stop and resume the process instance with the folio Stop Start 1 Delete the process instance with Folio Deleted use the Clear Log option 2 Walkthrough a In the Instances screen select the workflow instance with Start Stop as its Folio and click the Stop button to suspend the workflow Notice that the instance s Status has changed to Stopped b Select the Start Stop instance again and click the click the Start button to resume the instance Notice that the instance s Status changes to Active When you have Stopped a workflow instance K2 will not execute any escalations or Start Rules for that workflow and any user tasks in the workflow will not appear on users worklists If a Start Rule or Escalation would have fired while the workflow was stopped K2 will execute that escalation immediately as soon as you resume the workflow c Select the workflow instance with Deleted as its Folio and then click the Remove button 200 DUB K2 Workspace Administration LABS LAB 2 Managing Process Instances SourceCode Technology Holdings Inc All Rights R