Set Up User Privileges for Workflows

Workflows typically involve users of two types:

• Users who perform the tasks in a workflow
• Users who assign tasks to other users in addition to performing tasks

Users such as, Knowledge Managers, who assign tasks to other users require special privileges to assign tasks.

Here’s what you must know about privileges for workflows:

• You must determine the tasks for which you need users with special privileges.
• Once you identify the tasks, you must make a note of the Reference Key for this step.
• To assign the special privileges to a user, you must first create a role, define a data security policy, and then assign the users to this role.

For example, if your workflow has a step named ‘SME Review’ and it needs a user to do the task assignment (if needed) and approve the task, you must perform the following steps:

1. Make a note of the Reference Key for this step.
2. Go to Tools, Security Console, Roles page, click Create Role.

   If you have an existing role, you can also update it.

3. Enter the following information:
   • Role Name: SME Reviewer
   • Role Code: SME_REVIEWER
   • Role Category: Common – Duty Role
4. Click Next.
5. If the user who is doing the SME Review also has the role of assigning the tasks to other users, complete the following configuration. Else, skip this step.
   1. In the Functional Security Policy page, click Add Functional Security Policy.
   2. Search for Knowledge Tasks.
   3. Select Manage Knowledge Tasks.
   4. Click Add Privilege to Role.
6. Click Next.
7. In the Data Security Policies page, click Create Data Security Policy.
8. Enter the following information:
   • Policy Name
   • Database Resource: Knowledge Workflow Steps
   • Data Set: Select by key
   • REFERENCE_KEY: Reference key of the task that you made note of earlier
   • Actions: Approve or reject a Knowledge Workflow Step
9. Click Ok.
10. Complete the next steps.
11. Click Save and Close.