Description:

This step adds involved users and roles to a FlowWright business item.

The Add Involved Users and Roles workflow step associates selected users and/or roles with a specified FlowWright item. Depending on the selected item type, the configured users and roles become involved participants who can view, monitor, or participate in activities related to that item.

The item is identified by its item type and unique item ID, allowing workflows to dynamically assign participants to process instances, tasks, forms, or other supported FlowWright objects.

This step provides an efficient way to automate participant assignment as part of workflow routing, project collaboration, approval processes, case management, or business process automation scenarios.

The step supports:

• Assignment of involved users
• Assignment of involved roles
• Selection of supported FlowWright item types
• Dynamic item identification using an Item ID
• Integration with FlowWright workflow objects
• Automated participant management

This step can be used for:

• Workflow collaboration
• Case management
• Process participation
• Task visibility
• Approval workflows
• Project coordination
• Business process automation

Usage:

The Add Involved Users and Roles step is typically placed after creating or locating a business item and before collaboration, approvals, notifications, or participant-based workflow activities.

The workflow identifies the specified item and associates the configured users and roles with it, allowing them to participate in or monitor subsequent workflow activities.

A typical workflow might look like this:

Once the involved users and roles have been added, later workflow steps can:

• Create user tasks
• Send workflow notifications
• Route approvals
• Generate reports
• Track participant activity
• Audit workflow involvement
• Continue business process execution

The selected item must already exist within FlowWright before this step is executed.

Example:

Let’s build and execute the “addInvolvedUsersDef” example:

• Create a new process definition named “addInvolvedUsersDef” and open it in designer mode. 
• Drag an “addInvolvedUsers, routeForm” step to the canvas.
• Connect the dots between the “Start” and the other steps, as shown above. 
• Click the "addInvolvedUsers" step to configure its "Required" properties. Provide a name for the step. Select the item type (Process Instance or Form Instance) from the drop-down list. Enter the variable reference or the GUID value for the itemid. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• When the Form submission initiates a process workflow, configure the item type to “Form Instance” and set the item ID to the process variable containing the Form Instance GUID. The step configuration is shown below.  

• Click the "addInvolvedUsers" step to configure its "Optional" properties. Click the button to set the users and roles involved. Click the Save button to confirm the changes. 

• Click the button to configure the roles involved. A pop-up window appears for configuration. Select the application role users from the list in the left pane, and use the arrow buttons to add or remove users in the right pane. Click the Save button. 

• Click the button to configure the roles. A pop-up window appears for configuration. Select the active FlowWright users from the list in the left pane, then use the arrow buttons in the right pane to add or remove users. Click the Save button. 

• The “Logging” configuration is necessary for documentation and also measures workflow progress and completion percentage. This is achieved by configuring the step state and percent fields individually, as shown in the images below. Configure the “Logging” using the following properties.

• Click the "routeForm" step to configure its "Required" properties. Provide a name for the step and the task name. Select the Form Definition from the drop-down list. Provide the variable or global for the Form Variable reference to hold the Form Instance ID. Click the Save button. Note: Click the "AI Predict" button to have Copilot add new process steps that match your process description. 

• Click the "routeForm" step to configure its "Optional" properties. Enter the task description. Click the button to configure the users who receive the Form. A pop-up window appears for configuration. In the left pane, search for and select the user. Use the arrow keys to select or deselect users in the right pane. Click the Save button. 

• Save the Process Definition. Create a new Process Instance and execute it. When the workflow reaches the Add Involved Users and Roles step, FlowWright locates the specified item using the configured Item Type and Item ID. If the operation completes successfully, the selected users and/or roles are associated with the item, and the workflow follows the True return path. If the item cannot be found, the Item ID is invalid, the selected users or roles cannot be resolved, or the executing user does not have permission to modify the item's participant list, the workflow follows the False return path. Click the process step to view its properties. The step should successfully add the selected users and/or roles and return True upon completion. Verify that the selected participants appear in the item's involved users list.

• On the process instance page, select the Items - Users menu option. The task is assigned to the Task Owner (Regular User in this example), as well as to the involved users and application role users, as configured in the “addInvolvedUsers” step. Note: Involved users can view the Form Instance but cannot complete the task. Access to the Form Instance is limited to the Administrator, Process Initiator, Task Owner, and Involved Users (now extended by a new process step).

Tips:

• Verify that the specified Item ID references an existing FlowWright item.
• Ensure that the selected Item Type matches the provided Item ID.
• Add only users and roles that require visibility or participation in the workflow.
• Use workflow variables to dynamically populate the Item ID during runtime.
• Assign roles instead of individual users when responsibility may change over time.
• Use the True and False return paths to implement appropriate success and error handling.
• Combine this step with the Create Task, Send Email, Add Comments, Update Variables, or Notification workflow steps to automate participant management and collaboration.

Notes:

• The selected FlowWright item must already exist before this step executes.
• The executing user must have sufficient permissions to modify the users and roles involved.
• Both users and roles are optional, but at least one participant should normally be specified.
• Invalid Item IDs or unsupported item types may cause the step to return False.
• Adding involved users does not automatically assign workflow tasks unless subsequent workflow activities create those assignments.
• The workflow should include appropriate error handling for the False return path.
• Participant assignments should follow your organization's security and workflow governance policies.

Definition Sample:

You may download the sample definition(s) from the link provided and later import them (drag-and-drop) into your FlowWright Process Definition (XML file) or Form Definition (HTML file) page.

Note: Verify and complete any missing configuration after importing the sample, including:

• Item Type selection
• Item ID mapping
• User selection
• Role selection
• Workflow variable mappings
• Security permissions
• Environment-specific settings

After verifying the configuration, save the Process Definition before execution.

Click here to download the sample file.