The Manage Participant Action lets you bulk replace, add, or remove Participants from Records. This Action is especially helpful when an end-user leaves an organization or changes jobs, and the organization needs to replace/remove the user as a Participant on many Records in an app.
This Action will be triggered via a “bulk” Button from an App’s Dashboard. An end-user selects one or more Records and clicks the bulk Button. From here, a UI pop-up asks the user to identify which other user (by email address) should be replaced, added, or removed from the selected Record(s).
You may be wondering: Why would I use the Manage Participant Action instead of the Add Participant or Remove Participant Actions? While all three Actions can be fired in bulk, only the Manage Participant can perform a replacement operation.
Note: The official name of this Action is actually Manage Participant (Parameterized). For brevity, this tutorial will refer to the Action as simply Manage Participant.
How to Configure Manage Participant
The Manage Participant Action differs from other Actions in Onit in that its configuration is primarily performed by the end-user, not the person configuring the App (i.e., the App Builder Developer). In other words, whereas most Onit Actions expect the App Builder Developer to specify all configuration properties, the Manage Participant Action places this responsibility on the end-user using the Action via the UI pop-up mentioned earlier. That said, the App Builder Developer can pre-populate the configuration options in the UI pop-up by entering values into the Action’s configuration screen (shown below).
The Action Type dropdown will determine what the Manage Participant Action will do with the provided Roles. The dropdown has three options:
- Replace Participant: Replace one Participant on the Record(s) with another provided Participant.
- Add Participant: Adds a Participant to the Record(s).
- Remove Participant: Removes a Participant from the Record(s).
The Old User and New User dropdowns contain a list of every user that has logged into your Onit environment.
NOTE: To save the action, all checkboxes, including the Parameterized Action Type, Parameterized Old User, Parameterized New User, and Parameterized Roles, must remain checked.
Executing the Manage Participant Action
A bulk button should trigger the Manage Participant Action. Once the Action is fired, a UI pop-up similar to the screenshot below will appear.
When saved, the initial values in the modal will be configured into the Manage Participant Action. The user who fires the Action can change any of these values. Once the OK button is clicked, the Action will fire.
Note: When a Manage Participant Action fires it will trigger the appropriate Business Rules on successful execution (e.g., Participant Added Business Rules for an add participant configuration). The replace participant configuration will fire a Participant Deleted and Participant Added Business Rule. You can hang additional logic of the Business Rule fired by the Manage Participant Action. For example, once a participant is replaced on a parent Record, you can use the resulting Business Rules to replace the same participant on all child Records.