Content Manager 25.1 Content Manager

# About Workflow and Action tracking permissions

- Workflow Administrator - designates a user a Workflow administrator in Content Manager.

  It determines permissions for working with the advanced Workflow module of Content Manager - it has no relevance for actions tracking.

  Only a user with Workflow Administrator permission can:

  - Delete a Workflow
  - Unlock a Workflow
  - Edit access/security of a Workflow
  - Create a new Workflow template
  - Modify an existing Workflow template
  - Unlock a Workflow template
  - Delete a Workflow template
  - Edit access/security of a Workflow template
- Actions Administrator - gives a user administrator access to the Action tracking features in Content Manager.

  Only they can:

  - Create new Actions/Procedure definitions
  - Modify existing Action/Procedure definitions
  - Add and remove steps to and from a Procedure
  - Delete existing action/procedure definitions
  - Complete any Action - even if assigned to someone else
  - Uncomplete any Action - even if assigned to someone else
  - Reschedule an attached Action/Procedure
  - Remove an attached Action from a record
  - Change the estimated duration of an attached Action
- Attach Actions - determines whether a user can attach an individual Action or a Procedure to a record
- Reassign Actions or Activities - determines whether a user can change the designated Assignee of an Action or a Workflow Activity
- Reschedule Actions - determines whether a user can reschedule an Action or a Workflow Activity
- Complete Actions or Activities - determines whether a user can mark a particular Action or Workflow Activity as completed.

  It is also required for a user to be able to start work on a Workflow Activity.

  For Actions, a user can only complete Actions that they have been assigned to - either explicitly or when the Action is assigned to an Organisation/Group/Position that they belong to.

  This permission also determines whether a user can reverse the completion and make it incomplete.

- Create Workflow - determines whether a user can create a new Workflow
- Create Workflow without Using Template - further refines the Create Workflow permission.

  If the user does not have this permission, they will only be able to create Workflows which are based on an existing Workflow template.

- Modify Workflow - determines whether a user can modify an existing Workflow.

  With this permission, you can:

  - Complete a Workflow Activity
    - when the Activity is incomplete
    - if you have Workflow access to complete Activities

      -- and --

      you have Reassign Actions or Activities or Workflow Administrator permissions

      NOTE: Users of user type Inquiry User can have Activities assigned to them, but cannot complete Activities.

    - -- or --

      if you have Complete Actions or Activities permission

      -- and --

      the Activity is assigned to you

      -- or --

      you are the Activity supervisor

      -- or --

      the Activity is assigned to nobody

      -- or --

      you are a member of the Group the Activity is assigned to and have assigned the Activity to yourself.

  - Reassign a Workflow Activity
    - when the Activity is incomplete

      -- and --

      you have Workflow access to update the Workflow

      -- and --

      you have Reassign Actions or Activities or Workflow Administrator permissions

    - if you are the Activity supervisor, but only to yourself
    - if you are a member of the Group the Activity is assigned to, but only to yourself
    - if the Activity is assigned to nobody

      -- and --

      you have Complete Activity login permissions, but only to yourself

  - Start an Activity
    - if the Activity is not started, the same rules as for completing a Workflow Activity apply
  - Change the supervisor
    - when the Activity is not complete

      -- and --

      you have Workflow access to update the Workflow

      -- and --

      you have Workflow Administrator permissions

  - Uncomplete an Activity
    - when the Activity is not complete

      -- and --

      you have Workflow access to update the Workflow

      -- and --

      you have Workflow Administrator permissions

      -- or --

      if you have Complete Actions or Activities permission

      -- and --

      the Activity is assigned to you

      -- or --

      you are the Activity supervisor

  - Insert a new Activity
    - if you have Workflow access to update the Workflow

      -- and --

      you have the Attach Actions or Activities permission

  - Lock and unlock a Workflow template
    - if you are have Workflow Administrator permission who also has Can Update access to the template
  - Lock and unlock a Workflow
    - if you have Workflow Administrator, Update Workflow access and Modify Workflow permissions

      NOTE:

      - Workflow Access refers to the access permissions for that particular Workflow
      - Workflow Administrator permission and Reassign Activity Login permission refer to the user type login permission which is set for each user
      - A Location without the permission to Complete Actions or Activities cannot be an escalation Location for an Activity

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: About Workflow and Action tracking permissions