Understanding permissions in Workflow Manager

Documents in workflows are processed by various employees and stored in different file cabinets, requiring a balance between strict access controls for authenticity and integrity of data and flexibility for a smooth operation.

For example decision makers need to review documents in a workflow to complete their tasks, even if they have no access to the file cabinet where the workflow document is stored. File cabinet permissions must apply to ensure documents remain protected and cannot be accessed or altered inappropriately.

Administrative actions such as creating, editing, and managing workflows should be carefully controlled. Unintended or deliberate interruptions of a workflow can critically impact business efficiency.  

To guarantee both flexibility and security, DocuWare's Workflow Manager provides a granular permission concept with access control and functional capabilities. Permissions within Workflow Manager operate and interact on both levels: managing and monitoring workflows, and executing workflows.

Permissions for managing and monitoring workflows

To prevent inadvertant or purposeful interruptions of a workflow, the access to the Workflow Designer is protected – only users with the functional right Design workflows may open Workflow Designer plug-in in DocuWare Configuration.

For a more granular access control, the Workflow Designer provides two roles, Designer and Controller.

• Designer: The Designer role offers comprehensive permissions, including managing permissions and publishing workflows.

• Controller The Controller, on the other hand, is more limited. A user with this role may create, monitor and stop workflows, but not edit or delete them.

A Controller is therefore more focused on monitoring, while a Designer concentrates on creating and editing workflows. For example, the controller role allows a team lead to monitor the workflows in their team without needing in-depth knowledge or the comprehensive permissions of a Designer.

In addition to that, the functional right View all users is required for the roles of Workflow Designer and Workflow Controller and System User to ensure that the workflows work properly.

Permissions for the execution of the workflow

To ensure a smooth process, DocuWare users can review their assigned tasks and complete them without needing special permissions, not even to the file cabinet where the document in the current workflow is stored.  

This is achieved through a system user or workflow user for each workflow configuration. The workflow user can be any DocuWare user, such as one with the Design role or a generic user. This user’s credentials can be utilized to access the file cabinet for automated actions within the workflow.

The system user or workflow user can be designated solely for executing one or more workflows, avoiding the need for employees to access file cabinet with sensitive documents.

Users are created in DocuWare Configuration > User Management.

View all users functional right

In addition to that, the functional right View all users is required for the roles of Workflow Designer, Workflow Controller and System User to ensure that the workflows work properly.

it is Also required for all users processing workflow tasks if the workflow’s task list includes usernames. e

Where to assign the permissions

• Designer role - To be assigned in Workflow Designer canvas > Permissions

• Controller role - To be assigned in Workflow Designer canvas > Permissions

• System user or workflow user - Users are created in DocuWare Configuration > User Management.

• Desgin workflows functional right: To be assigned in DocuWare Configuration > User Management > User x > Function profiles > Design workflows.

• View all users functional right: To be assigned in: DocuWare Configuration > User Management > User x > Function profiles > View all users.