How do I set the access permission for a role?

Access permission in Cflow is used to set the permissions for a role in Workflows, Lookups, Reports and Support. Select the role for which the permissions need to be set. Select the checkbox at the stage where you want to set the view and edit permission. The permissions can be set to one of the following – My Items, My Team, All Items, None.

My Items – Set the View/Edit permission as My Items to view/edit the items assigned to a specific user. This is typically used with an approval matrix where a set of approvers (Approver1, Approver2 and so on) are defined based on a criteria. Let’s say if there are more than one approver(user) in the Approver1 field but only one approver can be selected. In such a case, set the View/Edit permission as My Items so that only the items assigned to that particular user can be viewed.  In the initial stage, My items will display the items initiated by the specific user.

My Team – Set the View/Edit permission as My Team to view/edit the items assigned to a specific user and the user’s Team. This is used when you want a group of users to view/edit items. For example, let’s say we have a stage called Manager Review that is reviewed by the role ‘Manager’. You might want a group of managers in a department to be able to review all items in that department. In such a case, you will create teams for each department with each team having a group of managers. When a manager logs in, she will be able to view/edit all items assigned to her and her team in the Manager Review stage.

All Items – Set the View/Edit permission as All items to view/edit all the items available in a particular stage. This will be used when you have a limited number of users playing a role and everyone can view/edit any items in that stage.

None – Set the edit permission as None so that user cannot edit or make any changes in the form.

Click on the Admin -> Security from the left menu. In Security Settings, Admin can set the access permissions to the roles. Click on the access permissions and select the role to set the access permission. Access permissions can be set for the following categories in Cflow – Workflows, Lookups, Reports and Support.

access icon

In the Workflows category, you can set the permission for a role to view and edit the form. Select the checkbox at the stage where you want the user to view and edit. View can be set to My Items, My Team, All Items. This setting lets the user in this role to view the form. Edit permission can be set to My Items, My Team, All Items, None. This setting lets the user in this role to edit the form.

workflow permission

In the Lookups category, select the checkbox of a Lookup in Lookup permission details. This setting lets the users in this role to view and add data to the selected lookup.

Lookup permission

In the Reports category, select the checkbox of the reports in Report Permission details. View Permissions can be set to My Items or All Items. This setting lets the user in this role to view the selected reports.

report permission

In the Support category, select the checkbox Enable Support. This lets the users in this role to view the Support icon in the left menu. This can be used to raise support tickets if the users face any problems with the Cflow Application. The Cflow Support team is automatically notified and will resolve the issues as soon as possible.

support permission

Click on the Save icon to save the configuration. Click on the Reset icon to cancel the changes.

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