Geocortex Workflow Help
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When you save a workflow in Geocortex Workflow Designer, the workflow is saved to your Content area in ArcGIS Online. As the workflow's author, only you have access to the workflow initially. To allow end users to run the workflow, you must share the workflow with the end users. To allow other workflow authors to view or modify the workflow in Workflow Designer, you must share the workflow with the workflow authors.
To run a workflow, a user must have access to both the workflow and an application that runs the workflow. Careful sharing helps to ensure the security of the workflow and the application.
If the application is secured, share the ArcGIS workflow item with your organization or with groups of users who need to run the workflow. If the application is public and you want everyone to be able to run the workflow, make the workflow item public. To allow anonymous users to run the workflow in a Web AppBuilder in Portal for ArcGIS app, you must also make the widget item public.
You may want to create groups especially to manage access to your workflows.
To share Web AppBuilder in Portal for ArcGIS apps and the workflows they host, use the Share function in ArcGIS Online. See Share a Workflow for instructions on using the Share function.
Application is Secured: In this scenario, the host app is shared with your organization or certain groups. To access the app, users must sign in to Portal for ArcGIS.
To allow users to run a workflow hosted by a secured app, you must share the ArcGIS workflow item. You do not need to share the widget item.
To allow all of the app's users to run the workflow, use the same sharing settings as you use for the app. Alternatively, you can restrict who can run the workflow by sharing the workflow item with a subset of the app's users.
Application is Public: In this scenario, the application is shared with Everyone (public). Users do not need to sign in to Portal for ArcGIS to access the application.
Workflow sharing depends on the version of Portal for ArcGIS you are using:
Web AppBuilder in Portal for ArcGIS 10.6+
To allow anonymous users to run a workflow hosted by a public app, share the workflow item and the widget item with Everyone (public).
To restrict who can run a workflow hosted by a public app, share the workflow item with your organization or certain groups. Sharing the widget item is optional. If you share the widget item, then users do not have to sign in to Portal for ArcGIS to run the workflow. If you don't share the widget item, then users must sign in. If you decide to share the widget item, apply the same sharing settings to the widget item as you did to the workflow item.
Web AppBuilder in Portal for ArcGIS 10.5.x
In 10.5.x, public apps will not load custom widgets for anonymous users. Because the Geocortex Workflow widgets are custom widgets, this means that anonymous users cannot run workflows in 10.5.x. To run a workflow in 10.5.x, users must sign in to Portal for ArcGIS.
To allow signed-in users to run a workflow hosted by a public app, you must share the workflow item. You do not need to share the widget item.
To share a Web AppBuilder (Developer Edition) app and the workflows it hosts, deploy the app to your website and use the website's security to manage access.
To manage access to a Geocortex Viewer for HTML5 viewer, use Geocortex Essentials security.
In on-premises Workflow, share the Geocortex Workflow Application item with other members of your organization to allow them to run Workflow Designer. The Application item is created during post installation.
Sharing an ArcGIS workflow item with other workflow authors allows them to view or modify the workflow in Workflow Designer. If you allow them to view but not modify the workflow, they can open a copy of the workflow in Workflow Designer, modify the copy, and save it to their Content area in ArcGIS Online. If you allow them to modify the workflow, they can open the original workflow in Workflow Designer, modify it, and save their changes. For more information, see Allow Others to Modify a Workflow.
Rather than using the production application to run a workflow during the design phase, workflow authors often create a temporary application. This allows the author to test and refine the workflow in an isolated environment.
In Portal for ArcGIS, share the widget items with other members of your organization so they can configure their Web AppBuilder apps to run workflows.
By default, ArcGIS groups allow their members to view, but not modify, items that are shared with the group. In this case, the members can open and save copies of the workflows whose items are shared with the group, but they will not be able to modify the original workflows.
If you want to allow other members to modify your workflows, create a group that allows its members to update all items in the group, and then share your workflows with that group. Members will be able to modify all aspects of the workflows—the workflows themselves, as well as the descriptions, tags, and metadata.
Administrators of your ArcGIS organization are allowed to modify everything.
An easy way to share a workflow you have created with another workflow author is to send the workflow's URL. The other author can then use the File menu's Open by URL option to open the workflow in Workflow Designer.
To share a workflow using its URL:
Use one of the following methods to copy the workflow's URL:
Open the workflow in Workflow Designer, click Info in the sidebar and click the Copy to clipboard icon.
Open the workflow item in ArcGIS Online or Portal for ArcGIS and copy its URL from the address bar.
The URL must be fully qualified and use the HTTPS protocol.
Send the URL by whatever means you prefer, for example, by email.
To open the workflow in Workflow Designer, the recipient clicks File | Open by URL in Workflow Designer, copies the URL into the URL box, and clicks Open.
The recipient must have permission to access the item.
To share a workflow:
In ArcGIS Online, click Content and select or open the workflow item that you want to share.
If the workflow is open in Workflow Designer, you can open the workflow item in ArcGIS Online by clicking the View link in the Info panel.
Indicate who you want to share the workflow with and click OK.
The workflow will now be visible to the members of the groups or organization that you shared the workflow item with.
If you share a workflow item with a group that does not allow its members to update the group's items, the members can open and save a copy of the workflow, but they cannot modify the original workflow. For instructions on allowing workflow modifications, see Allow Others to Modify a Workflow.
Just as you can share your workflows with other workflow authors, other workflow authors can share their workflows with you. Geocortex Workflow Designer's File menu has a Shared With Me option that lists the workflows authored by someone in your organization that are shared with everyone, the entire organization, or a group that you belong to.
To open a shared workflow in Workflow Designer:
In Workflow Designer, click File in the sidebar.
Click Shared with me.
Select the shared workflow that you want to open.
If you know the workflow's title or part of the title, you can search for the workflow.
If you are allowed to modify the workflow, the workflow opens in Workflow Designer.
If you are not allowed to modify the workflow, you are asked whether you want to open a copy of the workflow. If you open a copy, you can modify the copy and save it to your ArcGIS account.
Prompt to open a copy of a shared workflow