This reference article lists all user roles and permissions required to access, view, edit, manage, and publish workflows in Pricefx Workflow Designer. Use this article to determine which role a user needs before granting access to the Workflow Designer.
Navigation: Administration > Workflow Designer
Roles Overview
Workflow Designer uses four dedicated roles to control access to workflow functionality. Roles are hierarchical: each role includes all capabilities of the roles below it in the table.
|
Role display name |
Description |
|---|---|
|
View Workflow Designer |
View access only. Can open and read workflows but cannot edit, create, or manage them. |
|
Edit Workflow Designer |
Can open and edit existing draft workflows in the canvas. Cannot create new workflows, publish, activate, deactivate, or manage versions. |
|
Manage Workflow Designer |
Full day-to-day workflow management: create, edit, duplicate, publish, activate, deactivate, create new versions, and delete workflows. |
|
Administer Workflow Designer |
All Manager capabilities, plus the ability to Reactivate an already-active workflow. |
Menu Visibility
The Workflow Designer menu item is visible only when a user has at least one of the four Workflow Designer roles assigned. Users without any Workflow Designer role do not see the Workflow Designer entry in the navigation menu.
Role Capabilities
The table below lists each capability in Workflow Designer and the minimum role required to perform it.
|
Capability |
Read-Only |
Editor |
Manager |
Admin |
|---|---|---|---|---|
|
Access the Workflow Designer menu item |
Yes |
Yes |
Yes |
Yes |
|
View workflows (list and canvas, read-only) |
Yes |
Yes |
Yes |
Yes |
|
Edit an existing draft workflow (canvas) |
No |
Yes |
Yes |
Yes |
|
Create a new workflow |
No |
No |
Yes |
Yes |
|
Duplicate a draft workflow |
No |
No |
Yes |
Yes |
|
Duplicate a published workflow as draft |
No |
No |
Yes |
Yes |
|
Publish a workflow |
No |
No |
Yes |
Yes |
|
Activate a workflow |
No |
No |
Yes |
Yes |
|
Deactivate a workflow |
No |
No |
Yes |
Yes |
|
Create a new version of a published workflow |
No |
No |
Yes |
Yes |
|
Delete a workflow |
No |
No |
Yes |
Yes |
|
Reactivate an already-active workflow |
No |
No |
No |
Yes |
View-Only Access to Published Workflows
The View Workflow Designer role is the supported mechanism for granting view-only access to Workflow Designer. Users with this role can open the Workflow Designer, browse the workflow list, and view the canvas of any workflow, but cannot perform any edit or management action.
Workflow Designer UI — Key Elements
The following UI elements are visible in the Workflow Designer canvas and are relevant to understanding role-based access.
|
UI Element |
Description |
|---|---|
|
New Approval Workflow button |
Top-right of the workflow list. Visible and active only for Manager and Admin roles. |
|
Publish button |
In the header action bar of the canvas. Appears only when the workflow is in Draft state. Requires Manager or Admin role. |
|
Activate / Deactivate button |
In the header action bar of the canvas (same position as Publish, mutually exclusive). Activate appears for Published, non-active valid workflows; Deactivate appears for currently active workflows. Both require Manager or Admin role. Activate is also available in the three-dot action menu in the list view. |
|
Status badge |
Single badge in the Status column of the workflow list. Shows the workflow's state: Draft, Published, Active, or Superseded. Visible to all users who can access the Workflow Designer. |
|
Valid / Invalid badge |
Shown in the canvas header next to the status text. Reflects whether the workflow passes validation. Visible to all users. |
|
Building blocks panel |
Left-side collapsible panel in the canvas, titled "Building blocks". Contains two sections: Actions (Send notification, Request approval) and Controls (Finish workflow, Condition). Hidden whenever the canvas is in read-only mode, this includes: Published workflows, Superseded workflows, and Draft workflows viewed by a user with the View Workflow Designer or below role. |
|
Node Properties panel |
Right-side collapsible panel in the canvas. Always visible to any user who can open the canvas (including the View Workflow Designer role). Shows properties of the selected node. Fields are editable only when the canvas is in edit mode — a Draft workflow opened by a user with the Edit, Manage, or Administer Workflow Designer role. Otherwise the fields are read-only. |