Restricting Transitions

SBM offers several mechanisms for restricting the transitions that are available to users.

Restricting Transitions for All Items

Privileges enable you to restrict transitions for all items in a project. You can grant or remove transition privileges for roles in SBM Composer or for individual users and groups in Application Administrator.

The following privileges are available for controlling transitions for all items in a project, depending on a user's product-access type:
  • Transition All Items
  • Transition Item if Owner
  • Transition Item if Secondary Owner
  • Transition Item if Submitter

In Application Administrator, transition privileges are located on the Item privileges page when you are working with users and groups.

Restricting Individual Transitions

In some cases, you may need to limit individual transitions that are available to users. For example, you may want to restrict an "Approved" transition to users with a Manager role. In this case, users with the "Transition All Items" privilege would not see the "Approved" transition unless they are assigned to the Manager role.

The following restriction types are defined in SBM Composer and are the best method for restricting individual transitions:

  • Role Restrictions

    Transitions are not available to users assigned to restricted roles.

  • Rule Restrictions

    Transitions are not available based on business rules, such as removing an "Escalate to Management" transition for low-priority items.

  • Item Type Restrictions

    Transitions are not available based on item types. For example, you can restrict a "Send to Software Team" transition for items with a "Hardware Requests" item type.

Restricting Transitions for Groups

In SBM Application Administrator, you can restrict transitions so they are unavailable for members of specific groups. (On-premise only.)

Before you use this feature, consider the following:
  • Group restrictions applied on the Restrictions page apply to all projects assigned to a particular workflow. You must have administrative privileges to edit the workflow to restrict transitions for groups.
  • If role restrictions were specified for a transition in SBM Composer, the transition will be restricted to users assigned to the roles and groups selected on the Restrictions page.
  • Transition restrictions are not allowed on Submit, Update, or Delete transitions, or transitions used on the Otherwise branch from a decision.
  • A transition in a sub-workflow inherits the group restrictions set for the transition in the parent workflow. Group restrictions cannot be overridden, so the following steps must be performed if you need different group restrictions for the sub-workflow transition:
    1. In SBM Composer, disable the transition in the sub-workflow.
    2. Replace the disabled transition with a new transition.
    3. Redeploy the process app.
    4. In SBM Application Administrator, set the group restrictions for the new transition.

To restrict transitions for group members:

  1. From the Administrator Portal, click the Workflows icon.
  2. Search for or navigate to the workflow you need, and then click Details.
  3. Select the States/Transitions tab.
  4. Select a transition, and then click Details.
  5. Select Restrictions.
  6. In the Groups section, search for or navigate to groups in the Groups You Can Manage section.
  7. Select one or more groups, and then click the right arrow to move them to the Selected Groups section.
  8. Save your changes.