Manage Workflow Level User Permissions

Grant Managers must be explicitly added to a workflow level to have access to any applications in it. The Workflow Level Permission assigned to them will dictate the applications that they can manage while the settings of workflow level or sub-level itself will determine the actions they can take.

Note: The instructions for managing user access and permissions are the same for both workflow levels and sub-levels.

Warning: The permissions assigned to a user will be superseded if they are a Workflow Manager or have the Grant Application - Can Access and Take Actions On All Applications permission within their role.

1. Navigate to the Program Setup > Workflows area.

2. Either create a new workflow or edit an existing one.

3. Select the Users and Routes tab.

4. Select the Users button next to the workflow level or sub-level.

   Note: This button will also show the number of users currently assigned to the workflow level. For example, Users: 4.

5. In the Manage Users screen, specify which users can access applications in this level in any of the following ways:

   Add users individually

   1. Click on the Select users to add to the workflow level dropdown and select the users you want to assign to the workflow level.

   2. In the Users table in the Manage Users screen, update the permission each user will be granted by selecting either workflow level only or workflow passthrough from the Workflow Level Permission dropdown next to their name.

      

    

   Add audience members

   Note: You can assign members from multiple audiences to a workflow level. All users in the audience will be assigned the same permission – workflow level only or workflow passthrough.

   Tip: You can use existing audiences or create new ones based on your needs. Click on Manage audiences to easily add and manage your audiences without having to exit out of the Manage Users screen.

   1. Select the audience you want to add from the Audience 1 dropdown.

   2. In the Audience 1 Permission dropdown, choose the permission - workflow level only or workflow passthrough - to assign all audience members.

   3. To add more audiences, click on Select another and then continue to specify which audiences you want to include.

      Note: Any users that are in more than one audience with differing permissions will be automatically assigned the most permissive permission (i.e., workflow passthrough).

      

    

   All internal members of the audience will be added to the workflow level. If any members should not be granted access, either remove the user from the audience or create a separate audience that contains only those allowed members.

   Note: External users in an audience will be ignored as they cannot be assigned to a workflow level.

    

   Add all users

   Note: You can quickly add all Grant Managers to the workflow level using the Add all users tool. Users will be given the workflow level only permission by default. You can update this by selecting the desired permission from the Workflow Level Permission dropdown next to their name.

   1. Click on Add all users.

   2. Confirm the action by clicking Yes to continue.

      

    

6. Save your changes.

Tip: To view current user permissions without editing the workflow, navigate to the Program Setup > Workflows area and select the arrow icon next to the workflow. The item will expand, showing a list of all users in the workflow and their permissions.

 

Frequently asked questions (FAQs)