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Version: 2023 R3

Users and groups

The source allows you to use the BPS users and groups list as a data source.

System data source < Users and Groups >

The first Users and groups data source is a system source and is distinguished by the triangle brackets in its name.

This system source is the default data source for Person or group fields.

The system source cannot be deleted and always has the Data source type: person or group option enabled.

It always returns the following columns (more can be enabled, but those listed cannot be disabled):

  • COS_BpsID
  • COS_Department
  • COS_DisplayName
  • COS_Email
  • COS_JobTitle
  • COS_Login
  • COS_ManagerBpsID
  • COS_ManagerDisplayName

The source is used extensively throughout the system, it is used in the following areas:

  • Person or group fields
  • Item list columns that Use people field data source
  • The Any person option in predefined task assignment
  • Delegating tasks on Portal
  • Adding privileges through admin action on Portal
  • Business rule functions in the “Users” node, e.g. CURRENT USER IS ONE OF, USER IS ONE OF, etc.
  • Privileges at Global, Application, Process, and Workflow level
  • Application supervisor

Because this system source is used globally and extensively, all changes to its configuration (filter) should be carefully considered. If a filter is needed for a specific (local) use, e.g. to limit the accounts returned in a specific process, form, or form field, it is recommended to create a dedicated data source – either by cloning the system data source, creating a new Users and groups source (and configuring it as shown below), or configuring the filter at form field level.



1. ID

The data source identifier (if the value is smaller than "0", the source has not been saved in the database yet).

2. Name

Name of the data source entered by the user.

3. Superior source

Each data source can contain subordinate sources which are related to a company within the system. If a superior source is referenced from a workflow instance which belongs to a specific company, and that company has a subordinate source associated with it, the query will reference this subordinate source instead. If a superior source has been defined for the source, you need to enter the name of the company for which it is defined.

4. Business entity

A business entity to which the defined source belongs. If the source has a defined business entity, entering the superior source is required.

5. Data source type

The type of the current data source. The field specifies the location from which data is retrieved.

6. Description

Description of the data source defined by the user.

7. Data source contains personal data

The option designates the current Data source as a source of personal data for other processes.
A relation between the Personal data dictionary and the process which uses such a dictionary as a source of data requires additional configuration in every from field which is marked as containing personal data.
Once configured, such a relationship allows the system to trace from which instance of a Personal data dictionary the form field obtained its value. Thanks to this, actions that delete or modify (anonymize) personal data are able to locate all the places that obtained data from a specific Personal data dictionary instance.

When a Data source is designated as a Personal data dictionary, it is required to specify a column in this data source which will be used as the unique personal identifier. It is recommended that this column contains unique, numerical database identifiers.

8. Data source type: person or group

For the default system data source < Users and groups > this option is always enabled and cannot be disabled.

When selected, the data source can be used in the configuration of the Person or group form field and Item list columns that have the Use people field data source option enabled.

Enabling this option will change the icon of the data source, causing it to be filled. Icons

A data source of this type contains all default elements from the "CacheOrganizationStructure" table.

The data source must return at minimum the following columns:

  • COS_BpsID
  • COS_Department
  • COS_DisplayName
  • COS_Email
  • COS_JobTitle
  • COS_Login
  • COS_ManagerBpsID
  • COS_ManagerDisplayName

9. Data source columns

The table contains data source columns along with their description.

10. Query kind

For the Active Directory source type there are several available predefined queries:

  • All users (from selected OU) – all users from selected Organizational Unit or Container;
  • Current user all subordinates – subordinates of the current user, subordinates of subordinates, etc.;
  • Current user all subordinates (include user) – subordinates of the current user, subordinates of subordinates, etc., and the current user;
  • Current user direct subordinates;
  • Current user direct subordinates (include user) – direct subordinates of the current user and the current user;
  • Current user managers – the current user manager, manager of manager, etc.;
  • Custom (from selected OU) – users for which the conditions specified in the Active Directory query are met. Users will be searched in the selected Organizational Unit or Container.

11. Filter

The field allows you to display only the data complying with the query entered.

12. Test

The button executes a data source test. A query is executed and test results are returned. When an error occurs, a message is displayed.