Restrict access to individual Workflow Studio flow features by user role. Specify what additional roles a user must have to access an individual feature such as copy a flow.

Before you begin

Create any custom roles that you want to use for feature access. When you specify which roles are required to access a feature, you can select the roles from a list of existing roles.

Role required: admin

About this task

Features are elements of the Workflow Studio UI. When feature filtering is turned off, users with the flow_designer role have access to all of the Workflow Studio features. When feature filtering is turned on, you can specify which roles a user must have to access individual features.

Note: Your users must have the flow_designer role to create and edit flows. You can specify the additional roles that a user must have to access particular features or content.

Procedure

  1. Navigate to All > Process Automation > Flow Administration > Feature Access List.
  2. For each feature on the list, click the edit icon (Edit icon.) next to the feature.
  3. Enter the role or roles that are required to access the feature.
    Note: Add the flow_designer role to each feature on the Feature Access List. Your users must have the flow_designer role to access the Workflow Studio features.

    You can use these options to restrict access to Workflow Studio action authoring features.

    Table 1. Action Authoring Features
    FeatureDescription
    Copy action Copy an action to give it a new name and move it to another application scope. For more information, see Copy an action.
    Error Evaluation Enable actions to catch step failures and continue running. Identify when specific error conditions occur and return your own action status code, status message, and error state. For more information, see Error Evaluation.
    Manage natural language title Change the default title for an action by adding styled and dynamic text. For more information, see Manage natural language title.
    Manage security Manage access to Workflow Studio actions.
    Executions View the runtime information about an action from the design environment such as the current state, actions, or steps run, and values produced. For more information, see Executions.
    Save Save an action.
    Publish Publish an action to allow other users to use the action.
    Configurations Manage Workflow Studio configurations.
    "If step fails..." Step Option Continue running the next step or go to an error evaluation. For more information, see "If step fails..." Step Option.
    Code snippet Generate a code snippet to call an action. For more information, see Code snippet.
    Test Test an action before publishing it for other users. For more information, see Test an action.
    Properties Configure how the system processes flows. For more information, see Properties.
    Configure connections Configure a connection through the Connections dashboard. For more information, see Configure a connection.

    You can use these options to restrict access to Workflow Studio flow authoring features.

    Table 2. Flow Authoring features
    FeatureDescription
    Manage natural language title Change the default title for a flow by adding styled and dynamic text. For more information, see Manage natural language title.
    Manage flow catalog variables Create Service Catalog variables that are only available to a specific Service Catalog-triggered-flow. Flow-specific variables are available to the catalog tasks and actions in the flow. For more information, see Manage flow catalog variables.
    Properties Configure how the system processes flows. For more information, see Properties.
    Copy flow Copy a flow to give it a new name and move it to another application scope. For more information, see Copy a flow.
    Test Test a flow before publishing it for other users. For more information, see Test a flow.
    Configure connections Configure a connection through the Connections dashboard. For more information, see Configure a connection.
    Activate Activate a flow to make it available to other users. For more information, see Activate.
    Deactivate Deactivate a flow to make it unavailable to other users.
    Configurations Manage Workflow Studio configurations.
    Code snippet Generate a code snippet to call a flow. For more information, see Code snippet.
    Executions View runtime information about a flow from the design environment such as the current state, actions, or steps run, and data pill values produced. For more information, see Executions.
    Flow Error Handler Enable flows to catch errors. Run a sequence of actions and subflows to identify and correct issues. For more information, see Flow Error Handler.
    Manage security Manage access to Workflow Studio actions.
    Stages Configure when stages display to a user, define stage state labels, and add stages to a flow within Workflow Studio. For more information, see Stages.
    Diagramming View Create and view flows as diagrams. You can see the paths a flow can follow and the connections between elements. For more information, see Diagramming View.

    You can use these options to restrict access to Workflow Studio subflow authoring features.

    Table 3. Subflow Authoring features
    FeatureDescription
    Manage flow catalog variables Create Service Catalog variables that are only available to a specific Service Catalog-triggered-flow. Flow-specific variables are available to the catalog tasks and actions in the flow. For more information, see Manage flow catalog variables.
    Code snippet Generate a code snippet to call a subflow. For more information, see Code snippet.
    Save Save a subflow.
    Manage security Manage the access to subflows.
    Properties Configure how the system processes subflows. For more information, see Properties.
    Manage natural language title Change the default title for a subflow by adding styled and dynamic text. For more information, see Manage natural language title.
    Configure connections Configure a connection through the Connections dashboard. For more information, see Configure a connection.
    Copy subflow Copy a subflow to give it a new name and move it to another application scope. For more information, see Copy a subflow.
    Test Test a subflow before publishing it for other users. For more information, see Test a subflow.
    Publish Publish a subflow to allow other users to use the subflow. For more information, see Test.
    Configurations Manage Workflow Studio configurations. For more information, see Configure a connection.

    You can use these options to restrict access to Workflow Studio flow template authoring features.

    Table 4. Flow Template Authoring features
    FeatureDescription
    Save Save a flow template.
    Properties Configure how the system processes flow templates. For more information, see Properties.
    Deactivate Deactivate a flow template to make it unavailable to other users.
    Manage flow catalog variables Create Service Catalog variables that are only available to a specific Service Catalog-triggered-flow. For more information, see Manage flow catalog variables.
    Activate Activate a flow template.
  4. Continue adding roles to each feature on the list.
  5. Click OK.
  6. To turn on the feature access for your users, select the Enable feature access filtering? option.
    After the feature access is enabled, your users must have the required roles before they can access the features. If a user doesn't have the required roles for a feature, the feature does not work for that user.

What to do next

Assign your users with the roles that they need to access your features.