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Question

Static Filters for Scoreboard Workflow Actions

  • May 6, 2025
  • 4 replies
  • 42 views
A

We have a group of end-users who are responsible for a handful of workflow actions. We need to filter their Workflow Actions list on their Scoreboards to display only those which are still in Enabled status. I’ve looked through documentation, translation lists, and here, I’m just not finding anything that results in a workflow list with more than zero entries.

 

I’m hoping for some advice. We are on Spaces and we are not on-premise, so I do not have access to the database to find the field names. I am familiar with SQL if it is to be formatted as a SQL query as was suggested in another thread.

 

Thanks!

      4 replies

      SysAid Copilot
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        Excellent response, Copilot, thank you for your insight.

         

        I’ve been able to filter for only action items that have not been completed by setting the filter completed_time IS NULL because status produces zero results always. 

         

        I also need to filter for it to only show tasks assigned to the currently logged in user and groups that the user may be part of. Using expressions like assigned_to = ‘$LoginUserName$’, as cited elsewhere in the community, produces no results.

          simonamirza
          SysAider
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          • simonamirza
          • SysAider
          • May 6, 2025

          Hi ​@Anthony Columbia ,

           

          To filter the Workflow Actions list on the Scoreboards for end-users to display only those in the "Enabled" status and assigned to the currently logged-in user or groups they are part of, you can configure a static filter in the Self-Service Portal settings. Here's how you can achieve this:

          Steps to Configure the Static Filter

          1. Navigate to Self-Service Portal Settings:

            • Go to Settings > Self-Service Portal > Self-Service Portal Settings.

          2. Customize the Scoreboard:

            • In the Scoreboard section, click on Customize.

          3. Select Workflow Actions:

            • From the dropdown menu, select Workflow Actions.

          4. Add a Static Filter:

            • In the Static Filter box, enter the following condition: 
              r.status = 0 AND (r.assigned_to = '$LoginUserName$' OR r.assigned_to IN (SELECT group_id FROM user_groups WHERE user_id = '$LoginUserID$'))
              • r.status = 0: Filters for Workflow Actions in the "Enabled" status.
              • r.assigned_to = '$LoginUserName$': Ensures the Workflow Actions are assigned to the currently logged-in user.
              • r.assigned_to IN (SELECT group_id FROM user_groups WHERE user_id = '$LoginUserID$'): Includes Workflow Actions assigned to groups the user is part of.

          5. Save the Changes:

            • Click Save to apply the filter.

          6. Test the Configuration:

            • Log in as an end-user and verify that the Workflow Actions list on the Scoreboard displays only the relevant items.

          If you need more help, have further questions, or just want to chat about this topic, please don't hesitate to reach out. 

            A

             

            • In the Static Filter box, enter the following condition:
            r.status = 0 AND (r.assigned_to = '$LoginUserName$' OR r.assigned_to IN (SELECT group_id FROM user_groups WHERE user_id = '$LoginUserID$'))
            • r.status = 0: Filters for Workflow Actions in the "Enabled" status.
            • r.assigned_to = '$LoginUserName$': Ensures the Workflow Actions are assigned to the currently logged-in user.
            • r.assigned_to IN (SELECT group_id FROM user_groups WHERE user_id = '$LoginUserID$'): Includes Workflow Actions assigned to groups the user is part of.

            1. Save the Changes:

              • Click Save to apply the filter.

            2. Test the Configuration:

              • Log in as an end-user and verify that the Workflow Actions list on the Scoreboard displays only the relevant items.

            If you need more help, have further questions, or just want to chat about this topic, please don't hesitate to reach out. 

             

            Exactly what I’m looking for, and simple. Would be nice if we had better documentation on this.

             

            r.status works. $loginusername$ and $loginuserid$ do not. I noticed yesterday that SysAid doesn’t appear to be reporting user login status correctly. All users report as offline always. In addition, there are no records found in any user’s login history. I suppose that may explain it.

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