DUB K2 Workspace Administration.pdf

SourceCode Technology Holdings Inc All Rights Reserved K2 Workspace Administration This learning module describes how K2 Workspace is used to administer a K2 environment Contents Module Overview 4 Typical K2 Administration Tasks 6 The K2 Workspace 7 Workflow Server Security and Rights 12 Processes 14 Processes Process Security and Rights 16 LAB 1 Managing Workflow and K2 Server Rights 18 Processes Instances 19 LAB 2 Managing Process Instances 22 Processes Action Rights 23 Users 24 Worklists and Managing Worklist Items 28 LAB 3 Managing Worklist Items and setting up Out of Office for a user 29 Error Profiles 30 LAB 4 Retrying a process in Error state 32 Processes Versions 33 LAB 5 Managing Process Versions and server event security context 38 Working Hours 39 Archiving 41 String Table 43 Environment Library 44 Environment Library Setup options 50 Environment Library Security 54 SmartBox SmartObject Security 55 SmartObjects Security and Services 57 Roles 58 User Managers 61 License Management 63 Managing Workspace Security 64 K2 Administration with Process Portals 65 K2 Workflow and Workspace Security Summary 66 REVIEW 67 Additional Resources 68 200 DUB Version 2 Revision 1 200 DUB K2 Workspace Administration SourceCode Technology Holdings Inc All Rights Reserved Page 2 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 SourceCode Technology Holdings Inc All Rights Reserved Page 3 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 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 Represents trivia The text included next to this icon is for interest only think of it as a quick break from learning about K2 Indicates an estimate time to complete an exercise step or discussion 200 DUB K2 Workspace Administration Module Overview SourceCode Technology Holdings Inc All Rights Reserved Page 4 Module Overview This learning module discusses how the K2 Workspace is used to administer a K2 environment Typical tasks include managing active workflows managing security for workflows and other components retrying processes in error state manually overriding task assignments or workflow processes and managing the K2 server environment itself Target Audience This module is intended for users who will administer a K2 blackpearl environment using the K2 Workspace Typical roles that use this component include system administrators helpdesk staff process owners and K2 developers Outcomes At the end of this module you should have a good understanding of the administration features of the K2 blackpearl workspace should be able to administer different K2 environments with K2 Workspace and a have a good understanding of the common administration tasks that are performed on a K2 environment Complexity This Module Level Definition 100 Introduction to the topic or overview and assumes little or no expertise with the topic being covered Typically level 100 modules cover concepts functions features and benefits 200 Covers intermediate learning materials assumes 100 level knowledge and provides specific details about the topic and a complete understanding of the features 200 level training may discuss case studies that cover a breadth of common scenarios or explain how to use more advanced features 300 Covers advanced learning materials and assumes 200 level knowledge and an in depth understanding of product features in a real world environment 300 level training provides a detailed technical subset of product technologies that illustrate specific aspects of the product that are key to improving performance or interoperability and include architecture performance migration development and deployment 400 Expert learning materials and assumes a deep level of technical knowledge and experience as well as a detailed thorough understanding of the topic 400 level courses are essentially expert to expert sessions and the 400 level training content provides the means for customers to push products to maximum performance achieve the broadest possible interoperability and create applications using the most advanced features Prerequisites and Required Knowledge This module requires that the participant has completed the following learning modules or already has equivalent functional knowledge of K2 100 SEA Workflow Fundamentals 100 BRU K2 Workspace Reporting Recommended Modules We recommend completing the module 200 CPH K2 Process Portals and Web Parts if your organization uses SharePoint This module describes SharePoint based interfaces that allow for K2 reporting and administration through a SharePoint site as opposed to using the K2 workspace discussed in this learning module Compatibility This learning module is compatible with the following K2 products and versions Product Version Notes K2 blackpearl 4 5 Update 1420 200 DUB K2 Workspace Administration Typical K2 Administration Tasks SourceCode Technology Holdings Inc All Rights Reserved Page 5 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 The installation process may take up to 5 minutes to complete Once you see the success message Completed setting up prerequisites for 5 learning module close the command window 200 DUB K2 Workspace Administration Typical K2 Administration Tasks SourceCode Technology Holdings Inc All Rights Reserved Page 6 Typical K2 Administration Tasks As with any enterprise system system administrators may need to perform maintenance tasks to keep the system operating smoothly K2 is no different In this module you will learn how to use the K2 Workspace component to administer a K2 environment and specifically how to perform the more common administrative tasks required in a K2 environment It is highly recommended that K2 administrators are familiar with the administration tasks listed below Processes Instances Manage active process instances Stop start and delete process instances Processes Versions Roll back to a previous version of a workflow Delete process versions Set the security context for server side events Download the process definition for a specific version Worklists and Managing Worklist Items Re allocate existing tasks to other users Users Set up Out of Office task rerouting rules on behalf of users Enable disable a user s Out Of Office status Repairing the process if the workflow design or code is broken Retry failed code in a workflow step Environment Security and Rights Workflow Server Security and Rights K2 Administration and workflow deployment rights Processes Process Security and Rights Runtime security for workflows SmartBox SmartObject Security Runtime Security for SmartBox SmartObjects SmartObject deployment rights Managing Workspace Security restrict access to Workspace features Typical K2 Administration Tasks Process Instances Manage and override active processes Process Versions Override and delete process definitions Worklist Items Override task assignment Set up and manage Out Of Office rules on behalf of users Error Repair Retry processes in Error State Environment Security and Rights Workflow Server Rights Administration and workflow deployment rights Process Rights Runtime security for workflows SmartBox Rights Runtime Security for SmartBox SmartObjects SmartObject Deployment Rights SmartObject deployment rights Workspace Rights limit access to Workspace features 200 DUB K2 Workspace Administration The K2 Workspace SourceCode Technology Holdings Inc All Rights Reserved Page 7 The K2 Workspace The K2 workspace is a web based application that is commonly used to report on and administer a K2 environment The application is opened by browsing to a particular URL refer to your system administrator for the location of the K2 workspace in your environment Landing Page and Reports By default the workspace is always opened on the landing page which contains the K2 worklist and a series of links of the left hand side for running the standard K2 reports For the purposes of this module we will focus on the Management tab and Security tabs in the K2 workspace but since you may be using the K2 workspace frequently we will very briefly describe the use and purpose of each of the other tabs The K2 workspace landing page 200 DUB K2 Workspace Administration The K2 Workspace SourceCode Technology Holdings Inc All Rights Reserved Page 8 Accessing the standard K2 reports in K2 workspace Reports Custom Reports The Reports tab is used to access existing or create new custom reports that use K2 SmartObjects as a data source This is described further in the module 300 UKY Creating Custom Reports with Report Design Tools As an administrator you can restrict who has access to create and view custom reports using the Security tab described later in this module The Reports tab for creating custom reports Notification Events The Notification Events tab is used to create or edit event notifications for events that are raised in K2 At runtime K2 workflows and SmartObjects will raise events such as Workflow Started or SmartObject method executed Notification subscriptions can respond to those events taking an action defined in a standard K2 notification provider such as sending an email or starting a workflow when something happens on the K2 server or an action defined in a custom notification provider such as writing an event to a custom auditing framework when an event occurs on the K2 server 200 DUB K2 Workspace Administration The K2 Workspace SourceCode Technology Holdings Inc All Rights Reserved Page 9 Extending the K2 platform with custom notification providers is beyond the scope of this training module but is discussed in the K2 product documentation and an upcoming K2 learning module As an administrator you can restrict who has access to create and view notification subscriptions using the Security tab described later in this module Accessing the Notification Event designer Security The Security tab is used to manage rights for users to access the various tabs in Workspace We will cover this functionality at the end of this learning module This functionality is most often used to restrict users so that only certain users are allowed to for example create new notification subscriptions or create and view custom reports Managing Workspace Security 200 DUB K2 Workspace Administration The K2 Workspace SourceCode Technology Holdings Inc All Rights Reserved Page 10 User Settings User Settings is used to maintain cached credentials for external systems K2 provides a Single Sign On mechanism where user credentials can be stored in an encrypted format When K2 needs to access an external system on behalf of a user the user s cached SSO credentials will be used to connect to that system avoiding the need for the user to re authenticate to the external system Of course users credentials for external systems may change from time to time and they can update or otherwise edit their cached credentials in the User Settings tab of the K2 workspace SSO is discussed further in the modules 400 BLR Custom Service Brokers 400 BOM Custom Security Providers and 200 PER SmartObjects Intermediate Managing cached credentials for Single Sign on with User Settings Management The Management tab contains the majority of functions that we will describe during this learning module System administrators would normally use this area to maintain and administer a K2 environment You must have the Admin permission in a K2 environment before you will be able to access the management console This permission is assigned in the Server Rights section of the administration console as shown below When a K2 installation is performed a specific user account is usually selected as the default administrator for a new environment This user account must then assign rights to other users before they can access the management console in K2 workspace You can assign K2 server rights to both users and groups from any K2 security provider in practice usually Active Directory users and groups but not to K2 Roles 200 DUB K2 Workspace Administration The K2 Workspace SourceCode Technology Holdings Inc All Rights Reserved Page 11 Accessing the Management Console 200 DUB K2 Workspace Administration Workflow Server Security and Rights SourceCode Technology Holdings Inc All Rights Reserved Page 12 Workflow Server Security and Rights The Server Rights settings under Workflow Server will determine which users and groups can administer a K2 environment expert new workflows or impersonate a user The table below describes each right in more detail Permission Right Function Usually Assigned to Admin Use the management console and management tools in Process Portals sites to administer a K2 environment Users with this right can fully administer a K2 environment and may edit server rights for other users K2 administrators system administrators and sometimes helpdesk staff in a production environment Developers usually have Admin rights to Development environments and sometimes Test QA environments Depending on your organization s security it is usually not recommended to give developers Admin rights to a