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WEBCON BPS
Documentation
2023 R3
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  • 2023 R3
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  • Introduction
  • Getting started
  • Designer Studio
    • Licenses
    • Main menu
    • Designer Studio Toolbar
    • Applications
    • Processes
    • Workflows
    • Actions
      • Sequence of action execution
      • OCR and scanning
      • Notifications
      • Form
      • Task assignment
      • Privileges and public access
        • Add privileges
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        • Share workflow instance
        • Share task
        • Stop sharing
      • Workflow control
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    • Business rules
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This is documentation for WEBCON BPS 2023 R3, which is no longer actively maintained.
For up-to-date documentation, see the latest version (2025 R2).
  • Designer Studio
  • Actions
  • Privileges and public access
  • Share workflow instance
Version: 2023 R3

Share workflow instance

The action is used to share a selected BPS workflow instance in the read-only or edition mode.

Share workflow instance

1. Instance shared with (email addresses)​

Enter the email address(es) of the person(s) with whom the instance is to be shared. A list of email addresses can also be defined using a business rule. For each specified email address there is a separate sharing with a unique link to the selected instance.

2. Confirmation email – subject​

The subject of the email message sent as a notification to the person with whom the instance is shared. By default, it includes the instance number and the name of the relevant application.

3. Confirmation email – message​

The content of the message sent as a notification to the person with whom the instance is shared. The message is sent to the email address entered previously along with a link to the shared instance, in accordance with the global template for sending email notifications (Configuration of sending emails).

4. Privileges level​

The level of privileges to the instance held by the person with whom it was shared. Available options:

  • Read only – user can only display shared instance,
  • Edit – user can edit content of the shared instance.

5. Sharing expiration time (in days)​

The time through which the sharing will remain active. When the specified time elapses, the system records the information on sharing and its author, and the sharing itself is deactivated. It is possible to stop sharing earlier by means of the Stop sharing action.

6. Share owner​

User responsible for sharing a workflow instance. Available options:

  • System – the share owner from the action level is the system,
  • Current user – the share owner from the action level is the user who initiated the action on the form, e.g. by going through the path or triggering the action from the menu button. If the action is executed On Timeout, the share owner is the user of the WebCon Workflow Service account.

The Share owner has access on the form to the list of their active shares made by executing the action, with the ability to delete them.

7. Variables editor​

Dynamically generated tree containing all variables that may be used in the current location of Designer Studio. Information on how to use variables in WEBCON BPS, as well as a list of variables can be found here.

info

For more information, see the article Public link on our technical blog.

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Remove privileges
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Share task
  • 1. Instance shared with (email addresses)
  • 2. Confirmation email – subject
  • 3. Confirmation email – message
  • 4. Privileges level
  • 5. Sharing expiration time (in days)
  • 6. Share owner
  • 7. Variables editor
WEBCON is the leading European-based provider of a complete Low-code Application Platform for mass delivering business solutions. Companies choose WEBCON to dramatically reduce time and cost of app development. The platform allows them to automate and manage business processes across the entire organization – using a single, unified platform. Thanks to its unique InstantChange™ technology, WEBCON embraces change like no other platform on the market.
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