¶ Introduction JOIN Samen
Welcome to JOIN Samen. With JOIN Samen we enable you to share cases and documents with other organizations, regardless of which case system they work with. You determine which processes you want to share and in which role and with which rights the collaborating party can participate in the case.
Below you will find more information about the functionalities of JOIN Samen and the way in which you configure JOIN Samen. For this you use JOIN Case types, the cloud application for central and zero-coding case type configuration.
¶ Configure partners
The configuration of the partners takes place in JOIN Case types. If you have a valid license for JOIN Samen, you will find the “partners” section in the administration menu.
¶ Configure partners by business type
When the partners are linked to your account via the management menu, it is possible to start sharing case types with one or more partners. The first step is to link the partners to the case type. You can do this with the following steps:
- Go to the general tab
- Go to the partners section and click on the + button on the right
- A pop-up will open
- In the popup, select the partner (s) you want to share with
- Click the green button in the pop-up to confirm the link and close the pop-up.
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¶ Set up partners as practitioners by status
From version 6.21 of JOIN Case & Document it is possible to make the partner also a handler of a shared case type. For this, the status and result model of the case type is used. You can do this with the following steps
- Make sure the partners with whom you want to share the case type are linked
- Go to the status tab
- Select the relevant status
- Go to the field “treating role” and open it
- In addition to the roles of the conducting party, you will find the partners you have linked in the drop-down list. You can recognize this by the prefix “partner”
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NB. In the first status you cannot select a handling role (and therefore no partner)
NB. in the latter status, you cannot select a partner as practitioner. The partner may only handle the statuses between the first and last status
NB. the partner himself has the option of selecting his own treatment role. See also the section “partner: setting the practitioner per status”
¶ Publish shared case type
The conducting party, as the owner, is the person who determines when a case type is made available, both for the own organization and for the partners. Via the “publish” section, the case type is made available in their own environments (test and production, for example), but from that moment on it will also be available to the partners. Because the partner (with the exception of authorizations and statuses for which the partner is the handler) is not able to edit the case type himself, the directing party (as owner of the case type) is also the party who determines when a new version of the case type is case type is made available. The partner therefore has no influence on the version management of the case type, only on the handling and authorizations within its own organization / environment.
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¶ Partner: accept invitation
As soon as the conducting party has invited a partner, he (all case type managers of the partner) will receive an email with a confirmation link.
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Once the invitation is accepted (by clicking on the link) a folder is added to the partner’s business type facility. The folder has the name of the conducting party.
The partner may not edit, move or delete the folder. The case types in the folder cannot be edited, moved, or deleted either. The moment the collaboration with the partner is terminated by the conducting party, the shared folder is also deleted.
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By default, the shared case type is read-only for the partner. The partner is allowed to do the following in the case type:
- Set practitioner per status assigned to partner
- Set authorizations for own authorization groups (up to the maximum level set by the conducting party and up to the maximum consulting level)
- Publish the above settings / changes to your own environments (e.g. test and production)
¶ Partner: setting the practitioner at status
As soon as the partner has been linked by the conducting party as a partner for the case type and has selected the partner as a practitioner in one or more statuses, it is possible for the partner to select the practitioner himself:
- Go to the shared case type
- Go to the status where the partner is set up as a practitioner
- In the respective status, all attributes are not writable, with the exception of the operator field. Select the practitioner
- Finally, publish the case type to activate the practitioner in the case system as well.
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Nb. make sure that a handling role is always set in the status assigned to the partner
Nb. when the penultimate status is assigned to a collaboration partner, the conducting party should always select a handling role for the latter status. The “assign to handler previous action” mechanism is not possible due to the collaboration component in JOIN Samen.
¶ Partner: setting authorizations per case type
The conducting party sets the right per partner for the case type. This right is limited to “no access” (access only possible through the partner’s worklist) or “consult” (not possible to start or delete business). Depending on the right set, the partner can give its own authorization groups access to the case type (read rights):
- Go to the shared case type
- Go to the authorizations tab
- Here are all the authorization groups of the partner and can be set for each group whether they are allowed access to the case type.
- Then publish the case type again to have it activated in the case system
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¶ Business workflow partner and conducting party
In the case system (JOIN Case & Document), a workflow (treatment process) is created per case type based on the case type configuration. Because in the JOIN Samen treatment process the practitioner can differ per status and per chain partner, the workflow is slightly different from the regular case handling workflow:
Partner
The partner has a “stripped down” version of the case workflow
- the actions carried out by other parties have been replaced by a watch link in the partner workflow
- the watch link is waiting for a status to be reached once one of the other parties reaches the status (at which point all parties will be informed of the updated status and the watch link will be handled)
- apart from its own actions, the workflow does not contain a checklist or decisions
- the result decision and subsequent checklists & computer actions are not present in the workflow and replaced by a watch link
¶ Conducting party
- the actions assigned to partners are replaced by a watch link, which waits until the status is reached
- After the switch on hold, the computer action is shown which, among other things, ensures the sending of the status messages
- The result action is always assigned to the conducting party. The business owner always remains responsible for determining the outcome