Managing Workflow Access for Teams
Last updated
Last updated
You can be able to fully manage team access to your services / processes. Each service will have the "Team Access" tab that allows you to manage how different teams access the workflow and individual tasks.
Workflow access determines which teams will be able to view workflow data in your process including form submissions, process status etc.
To give teams access to the service:
Click on the "Workflow Access" tab
Click on the "Link Team" button.
In the dialog that appears, select a team to give access to.
You can also add a new team by clicking on the add button and selecting that team once it has been created.
Click on the "Link Team" button to confirm and add
To give access to workflow tasks, you must first ensure that your workflow actually has user tasks that can be assigned to workers.
Click on the "Task Access" tab.
Select a task to give access to by click on its corresponding settings icon in the "Actions" column
In the screen that pops up, Click on the "Give Team Access" button
Select a team to give access to.
Choose the access level. Access level can be one of 4:
Perform: Gives the team members the permission to perform/execute this task.
Assign: Gives the team members permission to assign this task to other team members whose team have the perform access level.
Undo: Gives the team members permission to undo this task. Please note that to be able to undo a task, a member / team must also have the permission ("Can Manage Process" or "Can Manage FormProcess" depending on your version) set on their team. Do this under team permissions.
Supervise: Gives the team members permission to supervise this task.
You are able to assign multiple access levels to a single team
Once done, Click the "Save Changes" button
You should now see a list of teams with their corresponding access levels.
To edit team access levels, simply click on the edit icon next to the listed team.
You can give more teams access to the task by repeating the same process for a different team.
To revoke task access for a team:
Go to the task access tab
Click the settings icon for the task you want to revoke access to
Click on the edit icon for the team you want to revoke access
In the dialog, remove all access levels that are given appear as shown below.
Click on "Save Changes".
