Documentation

Workflow Permissions and User Roles

Workflow permissions are based on user roles. Each workflow has a Creator, an Owner, and may also be managed by an Admin. These roles control who can view, edit, and run a workflow.

• Creator: The user who creates the workflow. This role is assigned automatically. A Creator can:
  • Create, edit, and publish workflows
  • Assign or change the workflow Owner
  • Configure workflow properties and define workflow structure
  • Execute (run) the workflow
• Owner: The user responsible for managing the workflow. By default, the Creator is also the Owner, but this can be changed. An owner can:
  • Edit the workflow they own
  • Assign or change the workflow Owner
  • Save and publish updates
  • Execute (run) the workflow
• Admin: A user with full access to manage all workflows in the system. An admin can:
  • Assign or change the workflow Owner
  • Modify and publish workflows
  • Manage ownership and access
  • Execute (run) the workflow
• View-Only Users: Users with read-only access to workflows.
  • Can:
    • View the workflow canvas in read-only mode
    • Access metadata and status details
  • Cannot:
    • Access the Workflow Properties panel
    • Edit tasks or access task panels
    • Use Save as Draft or Publish options

You can view assigned permissions on the Workflows page.

In addition to role-based permissions, workflows can also restrict who is allowed to start a workflow instance using the Start Group. When a Start Group is defined, only members of the selected group can initiate the workflow, regardless of their role. This setting is configured as part of the workflow properties.