Adding Advanced Permissions to a Workflow Type

 

This guide explains how to add advanced permissions to a workflow type from the Manage Permissions screen, so you can control which fields users can add, view, or edit, and which statuses they can see records in or move records to.

How to access

1. Open Workflow Types directly, or from the main menu click Workflows, then Settings, then the Workflow Types card.
2. Click the options button (…) on the workflow type card, then select Manage Permissions.

You can also open the workflow type page and click Manage Permissions at the top of the page.

Steps to add an advanced permission

1. In the Manage Permissions screen, first review the Permissions section: Add, Update, View, and Delete. Advanced permissions apply only to users and roles included in the Update or View permission.
2. Click Add Advanced Permissions below the Permissions section, and select the restriction type: Field-Level Restriction Add, View & Edit, Record-Level View Filter by Status, or Status Transition Restriction.
3. A section for the selected type is added with Rule 1. To rename the rule, click the pencil icon next to its name.
4. From Applies To, select Users and then choose employees by name, or select Roles and then choose the roles. When you choose roles, you can click View Users to see the employees in them.
5. Set what this rule allows according to its type (fields or statuses), as explained in Fields and sections.
6. To add another rule for different users or roles in the same type, click Add Rule in the section header.
7. Repeat steps 2 to 6 to add the other restriction types if you need them, then click Save at the top of the screen.

Everything you added on the screen is saved at once when you click Save, and you are taken to the workflow type page. To leave without saving, click the cancel button (×) next to Save.

Fields and sections

Fields shared by every rule

Field	Description	Required	Appears when
Rule name	The default name is Rule 1, Rule 2, and so on in sequence. You can change it from the pencil icon, up to 30 characters.	Yes	Every rule
Applies To	Who the rule applies to: Users or Roles.	Yes	Every rule
Select Users / Select Roles	The users or roles the rule targets. You can select more than one.	Yes	Based on the Applies To selection
View Users	Shows the All Roles Users list of employees in the selected roles. It stays disabled until you select at least one role.	No	When Roles is selected

Field-Level Restriction Add, View & Edit

The Fields Users Can Add, View or Edit grid appears, listing the workflow type’s fields. Each field has three boxes: Add, View, and Edit.

• View is the base: you can’t tick Add or Edit for a field before ticking View, and unticking View unticks Add and Edit automatically.
• Fields marked with an asterisk (*) are required. Ticking Add for one required field ticks Add and View for all required fields, and unticking Add for one of them unticks it for all required fields.
• The box next to each column header selects or clears the whole column, and Invert Selected flips the current selection.
• At least one field must be ticked in every rule.

Record-Level View Filter by Status

From Statuses Users Can View, select the workflow type statuses whose records users can see. Use Select All to select all statuses, and Invert Selected to flip the selection.

Status Transition Restriction

From Statuses Users Can Transition To, select the statuses users are allowed to move a record to. You can also use Select All and Invert Selected.

Rules and limits

• Each of the three restriction types can be added only once per workflow type; an added type disappears from the Add Advanced Permissions list, and inside the type you can add more than one rule.
• You can’t create two rules of the same type for the same set of users or roles. A rule for a role and another rule for a named user in that role are both allowed.
• Restrictions apply only to those with the Update or View permission in the Permissions section; anyone else is ignored.
• If there is a rule for a named user and another rule of the same type for a role they belong to, the user’s rule is applied.
• Restrictions don’t apply to the account owner.
• The rule name can’t exceed 30 characters.

Error messages and solutions

Reason	Message	Solution
You didn’t select users or roles in Applies To.	This is a required field and could not be empty.	Select at least one user or role, or delete the rule.
No field is ticked in a Field-Level Restriction Add, View & Edit rule.	Please select at least one field .	Tick View for at least one field.
Another rule of the same type exists for the same users or roles.	A rule of this Permission Type already exists for the selected User Set on this Entity.	Edit the existing rule instead of adding a new one, or change the users or roles in one of the two rules.

The message appears under the field itself inside the rule, along with Couldn’t save the Permissions, Please check the form below for errors at the top of the screen, and no change on the screen is saved until you fix it.

Delete a rule or permission type

• To delete one rule, click the delete icon in the rule header.
• To delete the permission type with all its rules, click Delete in the section header, then confirm.

The confirmation message shows the impact of the deletion before it happens, such as the number of rules that will be deleted, the number of users who will lose access, and the number of permissions that will be revoked. After you delete a permission type, it becomes available again in the Add Advanced Permissions list.

What happens after saving?

Item	What happens
Field-Level Restriction Add, View & Edit	Fields not allowed to be added disappear from the add form, fields not allowed to be edited disappear from the edit form, and fields not allowed to be viewed disappear from the list, view page, exports, and reports.
Record-Level View Filter by Status	Records in unselected statuses disappear from the list, and opening them directly is blocked.
Status Transition Restriction	Unselected statuses disappear from the status picker on view, edit, and bulk update.
Account owner	Not affected by any restriction.

Cases and settings that affect behavior

Case	What happens
The Update or View permission in the Permissions section doesn’t include the user.	The advanced rule isn’t applied to them, because restrictions apply only to users and roles included in these two permissions.
The user has a rule under their name and another through their role in the same type.	The user’s rule is applied.
The user has a rule under their name in one type only.	Their rule is applied in that type, and their role’s rules are applied in the other types.
The user’s rule is deleted.	Their role’s rule is applied, if one exists.
There is no rule for the user or their role.	The system works as usual based on the Permissions section.
The user is the account owner.	No restrictions apply to them.

FAQs

Why doesn’t a restriction type appear in the Add Advanced Permissions list?

Because it is already added to this workflow type; each type can be added once. Add a new rule inside the existing section from Add Rule.

Why can’t I tick Add or Edit for a field?

Because View isn’t ticked for this field; tick View first.

I added a rule but the user’s permissions didn’t change. Why?

Make sure the user or their role is included in the Update or View permission in the Permissions section, that they aren’t the account owner, and that there is no other rule under their name in the same type.

The message “A rule of this Permission Type already exists for the selected User Set on this Entity.” appeared. What should I do?

Edit the existing rule instead of creating a new rule for the same users or roles.

Can I restrict the account owner?

No, advanced restrictions don’t apply to the account owner.