Previously, HR Business Partners, Department Heads, and IT leads had to submit requests to administrators every time they needed to create or modify a workflow. This created bottlenecks and often resulted in workflows that didn't perfectly match team-specific needs.

With workflow permissions in Permission Settings, you can:

• Empower process owners to manage their own workflows
• Reduce administrative burden on your IT team
• Improve workflow quality by letting subject matter experts build what they need
• Maintain security and oversight through granular permission controls

Non-admin employees with View permission can:

• See "Workflows" in the side navigation
• Access the workflows page
• View all workflow templates in your organisation
• View existing workflows in read-only mode (all fields disabled)
• Browse workflow structure and understand triggers and conditions

Use case: Perfect for employees who need to understand existing workflows for compliance, training, or reference purposes.

Includes all View permissions, plus the ability to:

• Create new workflows from scratch or using templates
• Edit any existing workflow in your organisation
• Publish and unpublish workflows
• Delete workflows they created themselves

Use case: Ideal for process owners who need to actively manage and maintain workflows for their departments.

Includes all View permissions, plus the ability to:

• Delete any workflow in the organisation (not just their own)

Use case: Best suited for senior team leads or department heads who need full workflow management authority.

To grant workflow permissions to your employees, you'll use Custom Security Settings. For detailed instructions on creating security groups and assigning permissions, see: Grant feature access to employees through Permission groups.

Once permissions are granted, employees will immediately see the Workflows option in their side navigation.

When non-admin employees create or edit workflows, they have access to all organisational data needed for workflow conditions, including:

• All active employees (regardless of their normal viewing permissions)
• All teams and departments
• All available workflow triggers and actions

This ensures workflows can be properly configured but means you should only grant workflow permissions to trusted employees.

All workflow actions performed by non-admin users are tracked in your audit trail, including:

• Workflow creation and deletion
• Publishing and unpublishing activities
• Workflow modifications
• Who performed each action and when

This maintains full transparency and allows you to track all workflow-related changes.

• Permissions are enforced in real-time
• If you revoke workflow permissions from an employee, they lose access immediately
• Attempting to access workflow pages without permission redirects users to the dashboard
• Direct URL access is blocked for unauthorised users

Grant Modify permissions to HR Business Partners so they can create and manage workflows for their specific regions or departments. See our workflow configuration guides for examples of onboarding workflows, offboarding workflows, and performance review processes.

Allow IT leads to manage workflows for account provisioning, software requests, and equipment provisioning without requiring full admin access to your HR platform.

Provide Modify permissions to department heads so they can create team-specific workflows for leave approvals, expense management, or other departmental processes.