So, the powers that be want to move the data you've got set up in U-LINC to a new server (or to an upgraded instance). You may be asking, "What do I need to do to make sure that all of my workflows will still work?" I'm glad you asked.
The first thing you need to do is to make sure the new databases are set up properly. The U-LINC windows service account and any SQL account that you use for configuration, application sources, or workflow actions need to be set up with the same permissions on the new server.
Next, you need to activate the new databases for use with U-LINC through the U-LINC Configuration Manager. This ensures that the master encryption key is set and that the U-LINC assemblies are installed on the new server.
The application sources in the U-LINC SharePoint site now need to be changed to point to the new server. When the application source is saved, it will re-create the U-LINC integration triggers using the correct encryption key.
Finally, you will need to modify the SQL connection strings to point to the new server in any workflows that use an Execute SQL statement. Republish those workflows and any new instances will be good. If any of these are currently running (either paused or awaiting a task completion), you should terminate them and restart if possible, or you may run into trouble down the road.
This should take care of most of your SQL server migration/upgrade issues with U-LINC. As always, make good backups and test everything first!
Thursday, March 13, 2014
Tuesday, October 15, 2013
Restrict a SharePoint Task to its Assigned User/Group
You may have noticed that when you create a task in a SharePoint Designer 2010 workflow, anyone with "Contribute" rights is able to complete it. While this is okay for some things, when you are using workflow to automate a business process (as we do with U-LINC), it can be problematic. So what can be done?
Secondary Workflow to the rescue!
What we need to do is to create an "Assign Permissions" workflow on the "Tasks" list (or the task list that is assigned to the original workflow) that will replace the default permissions on the task list item. First, you must be logged in as a user that has full control of the site containing the task list. Open the site in SharePoint Designer 2010, navigate to the Tasks list (fig. 1), and create a new workflow, naming it appropriately (fig. 2).
Next, click the white space below the default "Step 1" and click the "Impersonation Step" button in the "Insert" section of the ribbon (fig. 3). If you have not clicked in the right area, the button will be grayed out.
Insert a "Replace List Item Permissions" action (fig. 4).
Click the "these permissions" link (fig. 5) and then click "Add".
Check the "Contribute" box, then "Choose" to select the user/group. Click "Workflow Lookup for a User..." and then click "Add >>", select the "Current Item" as the data source and "Assigned To" as the field (fig. 6). Click "OK" three times to get back to the "Replace List Item Permissions" dialog box.
You can add more permissions for other groups if necessary. For use with U-LINC, you will want to add "Read" permissions to the U-LINC service account (especially when using the U-LINC for Dynamics GP adapter to view the workflow state in GP).
Once all of the permissions are assigned, click "OK" to close the "Replace List Item Permissions" dialog box. Now, we need to tell it which list to use by clicking on the hyperlink "this list" and selecting the "Current Item" (fig. 7). Click "OK" to close.
The last step is to set this workflow to fire when a new task is created.
Click on the
button in the ribbon, and check the box for "Start workflow automatically when an item is created" in the "Start Options" (fig. 8).
Click the
button in the ribbon, and you should be all set!
Secondary Workflow to the rescue!
What we need to do is to create an "Assign Permissions" workflow on the "Tasks" list (or the task list that is assigned to the original workflow) that will replace the default permissions on the task list item. First, you must be logged in as a user that has full control of the site containing the task list. Open the site in SharePoint Designer 2010, navigate to the Tasks list (fig. 1), and create a new workflow, naming it appropriately (fig. 2).
 |
| Figure 1: Task List |
 |
| Figure 2: Create List Workflow |
 | ||
| Figure 3: Impersonation Step |
Insert a "Replace List Item Permissions" action (fig. 4).
 |
| Figure 4: Replace List Item Permissions Action |
Click the "these permissions" link (fig. 5) and then click "Add".
 |
| Figure 5: Replace List Item Permissions |
Check the "Contribute" box, then "Choose" to select the user/group. Click "Workflow Lookup for a User..." and then click "Add >>", select the "Current Item" as the data source and "Assigned To" as the field (fig. 6). Click "OK" three times to get back to the "Replace List Item Permissions" dialog box.
 |
| Figure 6: Add Contribute Permissions |
You can add more permissions for other groups if necessary. For use with U-LINC, you will want to add "Read" permissions to the U-LINC service account (especially when using the U-LINC for Dynamics GP adapter to view the workflow state in GP).
Once all of the permissions are assigned, click "OK" to close the "Replace List Item Permissions" dialog box. Now, we need to tell it which list to use by clicking on the hyperlink "this list" and selecting the "Current Item" (fig. 7). Click "OK" to close.
 |
| Figure 7: Choose List Item |
The last step is to set this workflow to fire when a new task is created.
Click on the
button in the ribbon, and check the box for "Start workflow automatically when an item is created" in the "Start Options" (fig. 8). |
| Figure 8: Start Options |
Click the
button in the ribbon, and you should be all set!
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