Control Access to Workflows
Use Roles & access for page entry
Open Admin → User management → Roles & access. The Pages × Roles matrix controls whether members of a role can open workflow-related pages. Enable the parent section before its child pages. Each change saves immediately.
After updating a role, return to User management → Members and confirm that the person has that role. Test with the affected account because an administrator can see pages that a normal member cannot.
Use Applications Permissions for resource access
Opening a workflow page does not automatically expose every workspace, application, page, or workflow form. Open Applications → More → Permissions to review the resource grants for the required workspace, application, or page.
Apply the narrowest scope that solves the request:
- workspace access when the role needs all appropriate content in that workspace;
- application access when only one application is required; or
- page access for one exact page or runnable workflow form.
Use role grants for normal team access and a user grant only for a genuine exception. Verify the result with the affected member after saving.
Separate use, monitoring, and building
These are different needs:
| Need | Access to review |
|---|---|
| Open Applications → Workflow | Workflow page access in Roles & access. |
| See a scoped workflow or form | The matching Applications resource grant. |
| Act on My Tasks | The task must currently be assigned to that member. |
| Monitor All Instances | Workflow monitoring access plus visibility of the relevant scope. |
| Edit in Flow Builder | Flow Builder page access and the workflow's builder/edit controls. |
Do not grant builder or administrator access merely to let someone approve an assigned task.
Troubleshooting
The Workflow button is missing. Check the member's role in Roles & access, then reload Applications.
The person can open Workflow but cannot find one run. Clear search and filters, confirm the application scope, then review the relevant Applications resource grant.
The task is visible but cannot be opened. Confirm that it is active and assigned to the signed-in account. A completed or reassigned task remains in history but cannot be completed again.
A role change did not fix resource visibility. Page entry and resource grants are separate. Review both screens rather than broadening the role to Administrator.