Settings

This section covers Portal roles, permissions and other settings.

Configure Portal Settings

To manually configure Portal settings, refer to HowTo: Update Portal Settings.

Portal settings are stored as Variables.

In development, it is a quite tedious task to configure Portal settings after restarting Designer. Therefore, update your variables in portal/config/variables.yaml for the settings that you want to configure. This survives restarting Designer.

Language Settings

To add a new language to the Portal, what you have to do is:

• Export all CMS entries of the Portal to an Excel file.

• Add one new column to the end of this file, then add the new language locale for example it for the Italian language to the first cell of this new column. Refer to Java supported locales for the supported locales.

  

• Add the translations for the new language for all CMS entries.

• Import the Excel file.

• Redeploy the Portal.

Role Configuration

Portal roles	Rights
AXONIVY_PORTAL_ADMIN	User with this role can access the Portal Admin page, configure internal role properties, and create public filters. Those who hold this role require some permissions.

Permission Settings

Configure permissions in the Engine Cockpit. In the security area, you will find all these permission in group “PortalPermissions”.

Task Permissions

• Add note

  User needs permission: 🔑TaskCaseAddNote.

• Delegate

  To be able to delegate, the user needs permission 🔑TaskDisplayDelegateAction.

  To delegate personal or group tasks, the user needs permission 🔑TaskWriteActivatorOwnTasks. This permission belongs to the PortalPermissions group. It is not assigned to role Everybody by default.

  To delegate all tasks in a task list, the user needs permission 🔑TaskWriteActivator.

  Important

  Only tasks ready for user processing can be delegated. Therefore, the task state cannot be one of the following: CREATED, DONE, DESTROYED, RESUMED, FAILED.

• Reset

  To see the reset action, the user needs permission 🔑TaskDisplayResetAction.

  To reset tasks, the user needs permission: 🔑TaskResetOwnWorkingTask or 🔑TaskResetReadyForJoin or 🔑TaskReset.

  Important

  This only works for tasks in one of following states: RESUMED, PARKED, READY_FOR_JOIN, FAILED.

• Delete

  To see the Delete Task action, the user needs permission 🔑TaskDestroy.

  Important

  Delete Task only works if the task state is not already DESTROYED or DONE.

• Reserve

  To see the Reserve action, the user needs permission 🔑TaskDisplayReserveAction.

  To reserve a task, the user needs permission 🔑TaskParkOwnWorkingTask.

  Important

  Reservation is only possible if the task is in one of the following states: CREATED, RESUMED, SUSPENDED.

• Change description

  User needs permission: 🔑TaskWriteDescription.

  Important

  A terminated task cannot be changed. Therefore, the task state cannot be one of the following values: DONE, DESTROYED, FAILED.

• Change deadline

  User needs permission 🔑TaskWriteExpiryTimestamp.

  Important

  To change an expiry date, the task cannot be in one of the following states: DONE, DESTROYED, FAILED.

• Change priority

  User needs permission 🔑TaskWriteOriginalPriority.

  Important

  To change task priority, the task cannot be in the following states: DONE, DESTROYED, FAILED.

• Display additional options

  To see additional actions, the user needs permission 🔑TaskDisplayAdditionalOptions.

Case Permissions

• Add note

  User needs permission 🔑TaskCaseAddNote.

• Delete

  User needs permission 🔑CaseDestroy.

  Important

  Case state has to be RUNNING.

• Change description

  User needs permission 🔑CaseWriteDescription.

  Important

  Case state cannot be DESTROYED.

• See related tasks of case

  To see the related tasks action, the user needs permission 🔑ShowAllTasksOfCase.

  To see related tasks, user needs permission 🔑TaskReadOwnCaseTasks or 🔑TaskReadAll.

  Important

  Case state cannot be DESTROYED.

• Display show detail link

  User needs permission 🔑ShowCaseDetails. By default, this permission is not assigned to role Everybody.

Note

Normal users can only see the tasks and cases that they can work on.

Administrators can see all tasks/cases in the application. The required permissions 🔑TaskReadAll, 🔑CaseReadAll.

Administrators can interact with all workflows in the application.

Administrators can create, update, and delete all workflows in the application.

Normal users can update and delete workflows that they have created and can interact with tasks that have been assigned to them.

Other Permissions

	Action	Permission required
Absence	Read	🔑UserReadOwnAbsences or 🔑UserReadAbsences
	Create, edit	🔑UserCreateOwnAbsence or 🔑UserCreateAbsence
	Delete	🔑UserDeleteOwnAbsence or 🔑UserDeleteAbsence
	Read absences of all users	🔑UserReadAbsences
	Delete absences of all users	🔑UserDeleteAbsence
	Create new absence for all users	🔑UserCreateAbsence
Substitute	Manage substitute	🔑UserCreateSubstitute and 🔑UserReadSubstitutes
Document	Upload, delete	🔑DocumentWrite 🔑DocumentOfInvolvedCaseWrite
Portal permission	Access to full process list, it’s “Processes” on the left menu and link “Show all processes” on Dashboard	🔑AccessFullProcessList
	Access to full task list, it’s “Tasks” on the left menu and link “Show full task list” on Dashboard	🔑AccessFullTaskList
	Access to full case list, it’s “Cases” on the left menu	🔑AccessFullCaseList
	Add note to task/case	🔑TaskCaseAddNote
	Display show more note	🔑TaskCaseShowMoreNote
	Create public external link, all other users can see that link in the full process list	🔑CreatePublicExternalLink
	Dashboard sharing	🔑ShareDashboardLink

Virus Scanning Settings

PrimeFaces is delivered with one implementation of the interface that uses VirusTotal. To enable VirusTotal you need to create a community account at the VirusTotal website. You receive an API key once you have an account. To configure the API key add the following snippet to the configuration/web.xml file:

<context-param>
<param-name>primefaces.virusscan.VIRUSTOTAL_KEY</param-name>
<param-value>PUT YOUR API KEY HERE</param-value>
</context-param>

By default, after you configured the context-param in the web XML file, the Virus Scanning is enabled. You can change the variable EnableVirusScanner to false in portal/config/variables.yaml if you want to disable virus scanning.

Reference: How to check if uploaded files contain a virus.

Warning

Files that are checked for viruses are uploaded to VirusTotal. If you may not store the data of your application on servers outside the internal network or a given country, you might want to refrain from using this solution.

Variables

These variables are stored as key-value pairs. They have to be edited in the Engine Cockpit.

Variable	Default value	Description
PortalStartTimeCleanObsoletedDataExpression	0 6 * * *	Cron expression defines the time to clean up data of obsolete users. E.g.: expression for at 6AM every day is 0 6 * * *. Refer to CRON Expression. Restart Ivy engine after changing this variable.
PortalDeleteAllFinishedHiddenCases	false	If set to true, the above cron job runs daily and removes all finished hidden cases on the engine. Otherwise, just cases which were generated by this Portal will be deleted.
PortalHiddenTaskCaseExcluded	true	By default, Portal will query tasks and cases which are not hidden. If set to false, Portal will ignore this property.
PortalLoginPageDisplay	true	By default, Portal will redirect to Login Page if login is required and the user is unknown. Set to false to redirect to the login error page and hide Logout in the User menu (when you use external authentication and the user is not present in your application user list.)

Configuration

These variables are stored in JSON format. You can edit them in the cockpit, or use the UI on the Portal Admin settings.

Portal Announcement

The standard announcement for Portal is intended to be used for general information (e.g. Downtime, Changes, etc.). This message can be seen by all Portal users.

Filename: variables.Portal.Announcement.json

Data model:

{
    "contents": [
        {
            "language": "en",
            "value": "The announcement content in English"
        }
    ],
    "enabled": false
}

• contents: list of supported languages and content for each language.

  • language: the language code such as en, de, es, and fr

  • value: the announcement content of that language

• enabled: the status of the announcement, true shows the announcement

Third Party Applications Linked Into Portal

You can define your custom menu item in the following JSON file. It will be included in the left menu.

Filename: variables.Portal.ThirdPartyApplications.json

Data model:

[
   {
      "id": "284352a58c7a48a2b64be8a946857c7a",
      "displayName": "{\"de\":\"AxonIvy ger\",\"en\":\"AxonIvy\"}",
      "menuIcon": "fa-group",
      "menuOrdinal": 1,
      "name": "{\"de\":\"AxonIvy ger\",\"en\":\"AxonIvy\"}",
      "link": "https://developer.axonivy.com/download"
   }
]

• id: the identification number of a third-party application. It is an auto-generated UUID.

• displayName: the display name of the app that is shown in the left menu. Supports multi-language.

• menuIcon: the style class of the app icon that shows in the left menu.

• menuOrdinal: index of the app. Used to sort menu items in the left menu.

• name: the name of third-party app.

• link: the URL of third-party app.

Portal Statistic Charts

You can define filter logic, appearance, and other settings for all statistic charts that can be used by the Statistic widget of Portal dashboard.

Filename: variables.Portal.ClientStatistic.json

Data model:

[
   {
      "id": "1",
      "aggregates": "priority",
      "filter": "businessState:OPEN IN_PROGRESS,canWorkOn",
      "chartTarget": "TASK",
      "chartType": "pie",
      "names": [
            {
               "locale": "de",
               "value": "Aufgaben nach Prioritäten"
            },
            {
               "locale": "en",
               "value": "Tasks by Priority"
            },
            {
               "locale": "fr",
               "value": "Tâches par Priorité"
            },
            {
               "locale": "es",
               "value": "Tareas por Prioridad"
            }
      ],
      "descriptions": [
            {
               "locale": "de",
               "value": "Dieses Kreisdiagramm zeigt alle Aufgaben nach Priorität an."
            },
            {
               "locale": "en",
               "value": "This pie chart displays all tasks by priority."
            },
            {
               "locale": "fr",
               "value": "Ce diagramme à secteurs affiche toutes les tâches par priorité."
            },
            {
               "locale": "es",
               "value": "Este gráfico circular muestra todas las tareas por prioridad."
            }
      ],
      "icon": "si si-analytics-pie-2",
      "refreshInterval": 300
   }
]

• id: ID of the statistic chart

• aggregates: the aggregation query to make bucket (grouping) or metric aggregations. Please visit Task Aggregation and Filter and Case Aggregation and Filter for more details

• filter: filter conditions for the statistic chart. Multiple conditions are supported. Please note that some filters are incompatible with certain chart types. Please visit Task Aggregation and Filter and Case Aggregation and Filter for more details

• chartTarget: the entity type that you want to use as the target of the chart. We are supporting the main entity types of the ivy workflow:

  TASK: Ivy Task

  CASE: Ivy Case

• names: the multilingual display name of the chart

• descriptions: the multilingual description of the chart

• icon: the icon of each widget. Portal supports both Streamline and FontAwesome icons

• refreshInterval: statistic chart refresh interval in seconds

• chartType: chart type that you want to show on the UI. There are 4 chart types:

  pie: Pie chart

  

  bar: Bar chart

  

  line: Line chart

  

  number: Labelled number chart

  

For some specific charts such as Bar, Line or Number, there are additional and required fields:

• barChartConfig: required fields for configuring the Bar chart, please add them if chart type is bar

  • xTitles: the multilingual display title for the x-axis

  • yTitles: the multilingual display title for the y-axis

  • yValue: add this field with time value when you want to show the amount of time on the y-axis

• lineChartConfig: required fields for configuring the Line chart, please add them if chart type is line

  • xTitles: the multilingual display title for the x-axis

  • yTitles: the multilingual display title for the y-axis

• numberChartConfig: additional fields for configuring the Number chart, you can add if chart type is number

  • suffixSymbol: icon next to the number. Portal supports both Streamline and FontAwesome icons

Portal Processes External Links

The standard external links of the Portal are defined in the following file:

Filename: variables.Portal.Processes.ExternalLinks.json

Data model:

[
   {
      "id": "01322912db224658a222804802844a7b",
      "version": "10.0.9",
      "name": "Download latest Axon Ivy",
      "link": "https://developer.axonivy.com/download",
      "creatorId": 2,
      "icon": "fa-paperclip",
      "description": "https://developer.axonivy.com/download",
      "imageContent": "<your-image-data-as-base64>",
      "imageLocation": "/com/axonivy/portal/ExternalLink/dd91ec84-c5aa-4202-aeea-4500fbd394ef",
      "imageType": "jpeg",
      "permissions": [
         "Everybody"
      ]
   }
]

• id: the identification of a link, auto-generated by UUID

• version: the version of the json

• name: the display name of a link

• link: the URL of the link

• creatorId: the user id who create the link. This user can see and start the external link in any case

• icon: the style class of the link icon

• description: the description of a link

• imageContent: the base64 data format of the process image. If this value is valid then it will be converted to a physical file. If you want to configure external link images when deploying, you just need to define imageContent

• imageLocation: the location of the process image. This image is stored in Application CMS. Basically, this should be handled by the engine

• imageType: the extension of the process image. Basically, this should be handled by the engine

• permissions: users have these roles can see and start the external link. If you don’t define it, default role is Everybody