offers several mechanisms for restricting the transitions that are available to
Restricting Transitions for All
Privileges enable you to restrict transitions for all items in a
project. You can grant or remove transition privileges for roles in
or for individual users and groups in
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 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
and are the best method for restricting individual transitions:
SBM Application Administrator,
on-premise customers can restrict transitions so they are unavailable for
members of specific groups. For guidance, refer to the
SBM Application Administrator
located on the
Role Privileges and Restrictions for Transitions
The transition privileges associated with roles and the restrictions
specified for transitions are processed separately, in the following three
- Check privileges to make sure the user has permission to perform
any transitions on the item. This is based on the item itself (for example,
whether the user is the owner of the item); and the role, group, and user
privileges granted to the user.
- If the user has permission to transition the item, determine which
transitions are available. This is primarily based on the state the item is in.
- Determine whether each available transition has any restrictions on
it. The restrictions can be based on role, item type, rule, and group (set in
SBM Application Administrator).
This means that both step 1 and step 3 must pass before a user can see
the transition. For example, consider the following scenario:
- An application workflow has five states:
Closed; and five transitions:
- All roles have privileges to view, update, and transition the
In Progress, and
Start Work, and
Test transitions have no restrictions on them.
- Only the "Tester" role can execute the
Close transition, which moves the workflow
Tested state to the
Closed state. To implement this, the
Closed state has "Tester" has the owner. This
is specified on the
Restrict by Role tab of the transition
- The "Manager" role can only see the states it owns. This is
specified in the roles editor, where "Transition Item if Owner" is the only
transition privilege selected in the
Items category. The "Developer" and "Tester"
roles have the "Transition All Items" privilege.
- Amy is associated with the "Manager" role. Emily is associated with
the "Developer" role. John is associated with the "Tester" role. Eric is
associated with all three roles.
The following use cases describe how access to transitions is granted:
- Amy submits an item. No owner is specified for the
New state. Because she is not the explicit
owner of the state, instead of seeing the
New state form with the
Assign transition button, she sees a message
saying "The item was successfully submitted."
- Emily submits an item. Because the "Developer" role can transition
all items, and because there is no
New state owner, she sees the
New state form with the
Assign transition button. The same is true for
In Progress, and
Tested states and their associated transition
buttons. However, the
Closed state has "Tester" as the owner, so
Emily does not see the
Closed state form with the
Close transition button. Instead, she sees a
message saying "The item was successfully transitioned, or, if she has "update"
privileges, she sees the state form with only an
Update button on it.
- John submits an item. Because the "Tester" role can transition all
items, and because this role is the owner of the
Closed state, he can see all state forms and
execute all transitions.
- Eric submits an item. Because he is associated with all roles and
has the "Transition All Items" privilege, he can see all state forms and
execute all transitions. The "Tester" role and its associated privileges and
transition restrictions takes precedence over the more limited "Manager" and
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