Workflows permissions

The settings and permissions can be configured by admin users to use Workflows. It's possible to customize its function and behavior for your community. This article will show you which configurations can be adjusted to allow for different results in the way Workflows can be used. 

In this Article


Step 1: Confirm admin user permissions

The Workflows module is available to any admin user groups who have Composer permissions checked off in the admin users module.

Step 2: Understand Workflow vs Workflow Messages

There are two areas that are similarly named but configured differently and housed separately: Workflows and Workflow messages.

  • Workflows are built around messages you compose and are housed in the Workflows module.
  • Workflow Messages are the actual messages placed and used within a Workflow and live in the Messages area. 

Workflows permissions and workflow messages permissions are set in different places.

Set Workflows permissions Set Workflow Messages permissions

Step 3: Set Workflows permissions in Workflows module

Set Global Workflows permissions

Navigate to Workflows in the comms menu, then click the settings gear icon to open up Global permissions.

workflows global permissions.png

In the Workflows column, assign the appropriate level of permissions:

  • Not Allowed: This admin user group will not see the Workflows module in their Comms navigation menu. 
  • View: This admin user group will have view-only privileges within the Workflows module. Permissions have to be assigned to specific workflows for these users on a granular level. 
  • Admin: This admin user group will have the highest level of permissions to the Workflows module.

For the Permissions column, here is the breakdown: 

  • Not Allowed: Users in this group will not be able to see the Settings gear icon to access Workflows permissions.
    Admin: This set of admin users will be able to set permissions for other admin user groups.

Set Granular Workflows permissions

You can give specific users or groups permissions to use a particular workflow. Here's how it works: 

  • Navigate to the Workflows module.
  • Open up a specific workflow whose permissions you'd like to adjust.
  • Click the settings gear icon in the top-right corner of that workflow.
    granular workflows permissions.png
  • This will open up the window where you can grant access for Constituents and/or Groups for this particular workflow.
    workflows granular permissions.png
    • View: Setting at the View level allows this constituent or group to have view-only access to this particular workflow.
    • Admin: Admin level provides the highest level of permission to this individual workflow to be granted to constituents and/or groups. 
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