Archived case visualization permission


HI, i have a question about archived case(s) visibility.


I have a process with initiator from a group called A.

The process involve actors from group B for certains human tasks and finally end.


An employee from group B performs the last human task of the process and then the process ends.

The same actor change from group B to another group C (not involved in the process)

My question is:

The other employees from group B will no longer able to see the Archived case of the process? Only the initiator and the transferred employees can see the archived case? Is possible to customize this default behaviour in the community edition?

Thanks for your help.

Best regards


Submitted by dumitru.corini_... on Thu, 06/25/2020 - 11:28

Hello. I've tested this on a 7.11 version of Studio. After the process is executed, members of B that have not been directly involved in the case during execution cannot see the archived case. I suspect this might be due to the fact that the server shows only the archived cases that you have done any action on. Thus, the move to group C of the employee who executed the task from group B has no impact on showing the archived case for the other employees from group B, it is just that the archived cases are filtered server side to only those in which they had any action in.

You can test this by creating a process with an initiator from group A, then two tasks that can only be executed by someone from group B and then the end event. One user in group A, two in group B and none in group C.
After initiating the process with the person from group A, if you execute the first task with someone from group B and then you execute the second task with the second person from group B, then, in the end, you should see the archived case for all the users, even if any of them has moved to another group.
If you want to execute your scenario, then simply execute both tasks with the same user from group B, and you will not be able to see the archived case with the user that has not had any action on it.

Hope this helps.

Submitted by fabio.paolantonio on Thu, 06/25/2020 - 16:48

Hi Dumitru, thanks for your answer. It is the same behavior that i had. It is right that the user of group B will leave the group to another group will see with him cases he worked for. But It is so unusual in a company that every user of the group B might be not able to see archived cases of the processes that it is responsible for. For example human resources office needs to store and retrieve vacation request independently who worked for it.

Submitted by dumitru.corini_... on Thu, 06/25/2020 - 18:31

I think what you are asking for is a feature called the process manager. You can find all about it here: You can assign the process to the human resources and then they will be able to see all the cases of that process in the process manager profile.

No answers yet.