{"id":155384,"date":"2026-11-02T11:40:07","date_gmt":"2026-11-02T11:40:07","guid":{"rendered":"https:\/\/docs.daftra.com\/?post_type=tutorial&p=155384"},"modified":"2026-11-02T14:02:20","modified_gmt":"2026-11-02T14:02:20","slug":"adding-advanced-permissions-to-a-workflow-type","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/adding-advanced-permissions-to-a-workflow-type\/","title":{"rendered":"Adding Advanced Permissions to a Workflow Type"},"content":{"rendered":"
\n

 <\/p>\n

This guide explains how to add advanced permissions to a workflow type from the Manage Permissions<\/strong> 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.<\/p>\n

\n

\ud83d\udec8<\/span><\/p>\n

Note:<\/strong> Advanced permissions are set from the Manage Permissions<\/strong> screen of each workflow type, and they don’t require a separate permission other than access to this screen. Restrictions don’t apply to the account owner<\/strong>.<\/p>\n<\/div>\n

\n

Table of Contents<\/p>\n

    \n
  1. How to access<\/strong><\/a><\/li>\n
  2. Steps to add an advanced permission<\/strong><\/a><\/li>\n
  3. Fields and sections<\/strong><\/a><\/li>\n
  4. Rules and limits<\/strong><\/a><\/li>\n
  5. Error messages and solutions<\/strong><\/a><\/li>\n
  6. Delete a rule or permission type<\/strong><\/a><\/li>\n
  7. What happens after saving?<\/strong><\/a><\/li>\n
  8. Cases and settings that affect behavior<\/strong><\/a><\/li>\n
  9. FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n

    How to access<\/h2>\n
      \n
    1. Open Workflow Types<\/strong><\/a> directly, or from the main menu click Workflows<\/strong>, then Settings<\/strong><\/a>, then the Workflow Types<\/strong> card.<\/li>\n
    2. Click the options button (\u2026) on the workflow type card, then select Manage Permissions<\/strong>.<\/li>\n<\/ol>\n

      You can also open the workflow type page and click Manage Permissions<\/strong> at the top of the page.<\/p>\n

      Steps to add an advanced permission<\/h2>\n
        \n
      1. In the Manage Permissions<\/strong> screen, first review the Permissions<\/strong> section: Add<\/strong>, Update<\/strong>, View<\/strong>, and Delete<\/strong>. Advanced permissions apply only to users and roles included in the Update<\/strong> or View<\/strong> permission.<\/li>\n
      2. Click Add Advanced Permissions<\/strong> below the Permissions<\/strong> section, and select the restriction type: Field-Level Restriction Add, View & Edit<\/strong>, Record-Level View Filter by Status<\/strong>, or Status Transition Restriction<\/strong>.<\/li>\n
      3. A section for the selected type is added with Rule 1<\/strong>. To rename the rule, click the pencil icon next to its name.<\/li>\n
      4. From Applies To<\/strong>, select Users<\/strong> and then choose employees<\/strong><\/a> by name, or select Roles<\/strong> and then choose the roles<\/strong><\/a>. When you choose roles, you can click View Users<\/strong> to see the employees in them.<\/li>\n
      5. Set what this rule allows according to its type (fields or statuses), as explained in Fields and sections<\/strong><\/a>.<\/li>\n
      6. To add another rule for different users or roles in the same type, click Add Rule<\/strong> in the section header.<\/li>\n
      7. Repeat steps 2 to 6 to add the other restriction types if you need them, then click Save<\/strong> at the top of the screen.<\/li>\n<\/ol>\n

        Everything you added on the screen is saved at once when you click Save<\/strong>, and you are taken to the workflow type page. To leave without saving, click the cancel button (\u00d7) next to Save<\/strong>.<\/p>\n

        Fields and sections<\/h2>\n

        Fields shared by every rule<\/h3>\n\n\n\n\n\n\n\n
        Field<\/th>\nDescription<\/th>\nRequired<\/th>\nAppears when<\/th>\n<\/tr>\n
        Rule name<\/strong><\/td>\nThe default name is Rule 1<\/strong>, Rule 2<\/strong>, and so on in sequence. You can change it from the pencil icon, up to 30 characters.<\/td>\nYes<\/td>\nEvery rule<\/td>\n<\/tr>\n
        Applies To<\/strong><\/td>\nWho the rule applies to: Users<\/strong> or Roles<\/strong>.<\/td>\nYes<\/td>\nEvery rule<\/td>\n<\/tr>\n
        Select Users<\/strong> \/ Select Roles<\/strong><\/td>\nThe users or roles the rule targets. You can select more than one.<\/td>\nYes<\/td>\nBased on the Applies To<\/strong> selection<\/td>\n<\/tr>\n
        View Users<\/strong><\/td>\nShows the All Roles Users<\/strong> list of employees in the selected roles. It stays disabled until you select at least one role.<\/td>\nNo<\/td>\nWhen Roles<\/strong> is selected<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

        Field-Level Restriction Add, View & Edit<\/h3>\n

        The Fields Users Can Add, View or Edit<\/strong> grid appears, listing the workflow type’s fields. Each field has three boxes: Add<\/strong>, View<\/strong>, and Edit<\/strong>.<\/p>\n

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

          Record-Level View Filter by Status<\/h3>\n

          From Statuses Users Can View<\/strong>, select the workflow type statuses whose records users can see. Use Select All<\/strong> to select all statuses, and Invert Selected<\/strong> to flip the selection.<\/p>\n

          Status Transition Restriction<\/h3>\n

          From Statuses Users Can Transition To<\/strong>, select the statuses users are allowed to move a record to. You can also use Select All<\/strong> and Invert Selected<\/strong>.<\/p>\n

          Rules and limits<\/h2>\n
            \n
          • Each of the three restriction types can be added only once per workflow type; an added type disappears from the Add Advanced Permissions<\/strong> list, and inside the type you can add more than one rule.<\/li>\n
          • 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.<\/li>\n
          • Restrictions apply only to those with the Update<\/strong> or View<\/strong> permission in the Permissions<\/strong> section; anyone else is ignored.<\/li>\n
          • 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.<\/li>\n
          • Restrictions don’t apply to the account owner<\/strong>.<\/li>\n
          • The rule name can’t exceed 30 characters.<\/li>\n<\/ul>\n

            Error messages and solutions<\/h2>\n\n\n\n\n\n\n
            Reason<\/th>\nMessage<\/th>\nSolution<\/th>\n<\/tr>\n
            You didn’t select users or roles in Applies To<\/strong>.<\/td>\nThis is a required field and could not be empty.<\/strong><\/td>\nSelect at least one user or role, or delete the rule.<\/td>\n<\/tr>\n
            No field is ticked in a Field-Level Restriction Add, View & Edit<\/strong> rule.<\/td>\nPlease select at least one field .<\/strong><\/td>\nTick View<\/strong> for at least one field.<\/td>\n<\/tr>\n
            Another rule of the same type exists for the same users or roles.<\/td>\nA rule of this Permission Type already exists for the selected User Set on this Entity.<\/strong><\/td>\nEdit the existing rule instead of adding a new one, or change the users or roles in one of the two rules.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

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

            Delete a rule or permission type<\/h2>\n
              \n
            • To delete one rule, click the delete icon in the rule header.<\/li>\n
            • To delete the permission type with all its rules, click Delete<\/strong> in the section header, then confirm.<\/li>\n<\/ul>\n

              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<\/strong> list.<\/p>\n

              \n

              \ud83d\udec8<\/span><\/p>\n

              Warning:<\/strong> The confirmation message states that the deletion takes effect immediately and can’t be undone<\/strong>. Review the rules before deleting.<\/p>\n<\/div>\n

              What happens after saving?<\/h2>\n\n\n\n\n\n\n\n
              Item<\/th>\nWhat happens<\/th>\n<\/tr>\n
              Field-Level Restriction Add, View & Edit<\/strong><\/td>\nFields 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.<\/td>\n<\/tr>\n
              Record-Level View Filter by Status<\/strong><\/td>\nRecords in unselected statuses disappear from the list, and opening them directly is blocked.<\/td>\n<\/tr>\n
              Status Transition Restriction<\/strong><\/td>\nUnselected statuses disappear from the status picker on view, edit, and bulk update.<\/td>\n<\/tr>\n
              Account owner<\/strong><\/td>\nNot affected by any restriction.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

              Cases and settings that affect behavior<\/h2>\n\n\n\n\n\n\n\n\n\n
              Case<\/th>\nWhat happens<\/th>\n<\/tr>\n
              The Update<\/strong> or View<\/strong> permission in the Permissions<\/strong> section doesn’t include the user.<\/td>\nThe advanced rule isn’t applied to them, because restrictions apply only to users and roles included in these two permissions.<\/td>\n<\/tr>\n
              The user has a rule under their name and another through their role in the same type.<\/td>\nThe user’s rule is applied.<\/td>\n<\/tr>\n
              The user has a rule under their name in one type only.<\/td>\nTheir rule is applied in that type, and their role’s rules are applied in the other types.<\/td>\n<\/tr>\n
              The user’s rule is deleted.<\/td>\nTheir role’s rule is applied, if one exists.<\/td>\n<\/tr>\n
              There is no rule for the user or their role.<\/td>\nThe system works as usual based on the Permissions<\/strong> section.<\/td>\n<\/tr>\n
              The user is the account owner<\/strong>.<\/td>\nNo restrictions apply to them.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

              FAQs<\/h2>\n

              Why doesn’t a restriction type appear in the Add Advanced Permissions list?<\/h3>\n

              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<\/strong>.<\/p>\n

              Why can’t I tick Add or Edit for a field?<\/h3>\n

              Because View<\/strong> isn’t ticked for this field; tick View<\/strong> first.<\/p>\n

              I added a rule but the user’s permissions didn’t change. Why?<\/h3>\n

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

              The message “A rule of this Permission Type already exists for the selected User Set on this Entity.” appeared. What should I do?<\/h3>\n

              Edit the existing rule instead of creating a new rule for the same users or roles.<\/p>\n

              Can I restrict the account owner?<\/h3>\n

              No, advanced restrictions don’t apply to the account owner<\/strong>.<\/p>\n<\/div>\n","protected":false},"author":38,"featured_media":0,"template":"","categories":[2089,2092],"tags":[27606,27619,27604,27613,27609,27615,27620,27605,27612,27610,27616,27617,23387,27611,27614,27621,27618,27607,27608],"class_list":["post-155384","tutorial","type-tutorial","status-publish","hentry","category-workflows","category-workflow-type","tag-add-advanced-permissions","tag-advanced-permision","tag-advanced-permissions","tag-applies-to","tag-field-level-restriction","tag-hide-field-from-employee","tag-how-do-i-add-advanced-permissions-to-a-workflow-type","tag-manage-permissions","tag-permission-rule","tag-record-level-view-filter-by-status","tag-restrict-workflow-fields","tag-restrict-workflow-statuses","tag-roles","tag-status-transition-restriction","tag-view-users","tag-why-does-the-message-a-rule-of-this-permission-type-already-exists-appear","tag-workflow-access-control","tag-workflow-permissions","tag-workflow-type-permissions"],"yoast_head":"\nAdding Advanced Permissions to a Workflow Type - 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