Former Assignees Automatically Added as Participants to Jobs

In some cases, users may want to access a job that they have participated in at a later date, even if they are no longer involved in it, by using the Jobs I Participate In filter on the Job Manager search page. Previously, when users without sufficient permissions attempted to reopen a job again after forwarding it, they would receive an error message that was not easy to understand.

Seamless addition as a participant ensures that former assignees retain visibility into jobs they previously worked on, while enforcing appropriate access control. This update delivers a consistent experience for users across all job types, including processes (BPMN-based jobs).

Up to version 7.4, if a user is no longer the assignee of a job after forwarding it to the next step, the user loses access to that job. Even though the job still appears in their Jobs I Participate In filter, they receive an error when trying to open it.

This limited access to the details of the jobs they previously worked on creates unnecessary challenges for users.

In this release, we have enhanced the user experience for managing participants on jobs in the backend. When a job is forwarded to the next step, any former assignees are automatically and seamlessly added as participants.

They will remain listed as a participant in the job's participant list in subsequent workflow steps to show who has access to and still is or was involved in the job. This allows anyone who has ever been an assignee on a job to retain access and open that job from their Jobs I Participate In filter with permission settings of a Participant role.

  • When a user forwards a job they are assigned to, the system will automatically add them as a participant in the background, with no user interaction required.

  • The user will be listed under the Participants tab of the job.

  • The job will remain accessible from their Jobs I Participate In filter.

  • They can open and view the job, but with the access rights of a Participant role.

  • If they later become the assignee again, they will revert to the Assignee role without an extra participant entry.

  • If they are also the creator, they will remain listed as creator without a participant entry.

  • Participants can be manually removed, revoking their access.

To avoid spamming users with notifications, no e-mail notification is sent when users are automatically added as participants in the background.

This change does not affect Job Manager administrators and power users with "act like" permissions (e.g. Act like Assignee, Admin JM Request) as they always have full access.

Example
An agency that was an assignee in step 3 will also be able to open the job in step 7 with the limited access rights for a participant role. They will then see the datasheet and all its fields as configured for this role.

It is recommended to follow these actions after updating.

Note

If there are certain fields or tabs that you want to remain invisible to mere participants in later phases, you will need to configure the participant access rights for the corresponding user tasks accordingly. Observe ❶-❸in screenshot and the table actions below .

Action

Description

Reason

Update Access Rights Configuration

Ensure access rights are configured to restrict participant views to appropriate fields

To maintain data security and prevent unauthorized access to sensitive information

Review Job Filters

Verify if the Jobs I Participate In filter now includes jobs where the user was previously an assignee

To ensure that former assignees can see and access relevant jobs in their filter

Communicate Changes

Inform users about the change in functionality and its impact on job visibility and access

To ensure all users are aware of how the changes affect their workflow and access patterns

Functionality

Description

Reason

Effective Version

Until version 7.4, former assignees are removed from participants.

User task and workflow assignees are no longer removed from the participants list after completing their task.

Filter Jobs I Participate In listed jobs that cannot be opened if user was assignee but no longer is.

8.0

Note

It is not possible to revert to the 7.4 behavior in 8.0 and later.