Users, groups, roles, and privileges

An organization member's ability to perform certain actions and access work is controlled by the privileges that are assigned to the group in which the member belongs. Roles are commonly used to limit the following types of actions to specific groups:

  • Job creation
  • Job reassignment
  • Editing workflow diagrams
  • Managing workflow item settings
Note:

Workflow item privileges are separate from ArcGIS Online privileges and don't require ArcGIS Online administrative privileges to manage roles and privileges for workflow items.

Users

User accounts and access to the Workflow Manager web app are managed in your ArcGIS organization.

Learn more about adding members to your organization

Groups

Groups are managed in your ArcGIS organization and allow workflow item administrators to assign roles with a set of privileges to a group of users for a workflow item.

Learn more about creating groups

Roles

A role contains a set of privileges that can be assigned to groups that give each user in the group the underlying privileges for a workflow item. The following sections list the privileges assigned to the default workflow item roles.

Workflow Administrator

The Workflow Administrator role requires a Creator user type with a Publisher role and contains the following privileges:

PrivilegeDescription

adminAdvanced

View the Design page and configure workflow diagrams, job templates, and workflow item settings such as group roles and privileges.

jobAssignAny

Assign any job to any person or group at any time.

jobAssignGroup

Assign any job assigned to your group to any person in the group.

jobAssignIndividual

Assign any job that is assigned to your group to yourself, and assign any job that is assigned to yourself to your group.

jobClose

Close a job when the workflow is complete.

jobCreate

Create a job.

jobDelete

Delete a job.

jobForceStop

Cancel a step being run by a different user.

jobReopenClosed

Reopen a closed job.

jobUpdateAttachments

Add, update, and delete job attachments.

jobUpdateDate

Update the scheduled start or end date for jobs.

jobUpdateDescription

Update job descriptions.

jobUpdateExtendedProperties

Update extended properties for jobs.

jobUpdateHolds

Update job holds.

jobUpdateName

Update the job name.

jobUpdateNotes

Update job notes.

jobUpdateOwner

Update the job owner.

jobUpdateParentJob

Update a job's parent job.

jobUpdatePriority

Update job priority.

jobUpdateStatus

Update job status.

jobUpgrade

Upgrade a job's workflow diagram to the latest version.

viewCreatePanel

View the Create panel.

viewDetailsPanelAttachments

View job attachments in the Details panel.

viewDetailsPanelComments

View job comments in the Details panel.

viewDetailsPanelDiagram

View job workflow diagrams in the Details panel.

viewDetailsPanelHistory

View job history in the Details panel.

viewDetailsPanelHolds

View job holds in the Details panel.

viewDetailsPanelLocation

View job locations in the Details panel.

viewDetailsPanelNotes

View job notes in the Details panel.

viewDetailsPanelProperties

View job properties in the Details panel.

viewManagePage

View the Manage page.

viewWorkPage

View the Work page.

workflowSetStepCurrent

Set the current step in a job's workflow.

Workflow Designer

The Workflow Designer role requires a Creator user type with a Publisher role and contains the following privileges:

PrivilegeDescription

adminBasic

View the Design page and configure workflow diagrams and job templates.

jobAssignAny

Assign any job to any person or group at any time.

jobAssignGroup

Assign any job assigned to your group to any person in the group.

jobAssignIndividual

Assign any job that is assigned to your group to yourself, and assign any job that is assigned to yourself to your group.

jobClose

Close a job when the workflow is complete.

jobCreate

Create a job.

jobDelete

Delete a job.

jobReopenClosed

Reopen a closed job.

jobUpdateAttachments

Update job attachments.

jobUpdateDate

Update the scheduled start or end date for jobs.

jobUpdateDescription

Update job descriptions.

jobUpdateExtendedProperties

Update extended properties for jobs.

jobUpdateHolds

Update job holds.

jobUpdateName

Update the job name.

jobUpdateOwner

Update the job owner.

jobUpdateParentJob

Update a job's parent job.

jobUpdatePriority

Update job priority.

jobUpdateStatus

Update job status.

jobUpgrade

Upgrade a job's workflow diagram to the latest version.

workflowSetStepCurrent

Set the current step in a job's workflow.

Manage Jobs - Advanced

The Manage Jobs - Advanced role requires a Contributor user type and contains the following privileges:

PrivilegeDescription

jobAssignAny

Assign any job to any person or group at any time.

jobCreate

Create a job.

jobDelete

Delete a job.

jobReopenClosed

Reopen a closed job.

jobUpdateDate

Update the scheduled start or end date for jobs.

jobUpdateDescription

Update job descriptions.

jobUpdateExtendedProperties

Update extended properties for jobs.

jobUpdateHolds

Update job holds.

jobUpdateName

Update the job name.

jobUpdateNotes

Update job notes.

jobUpdateOwner

Update the job owner.

jobUpdateParentJob

Update a job's parent job.

jobUpdatePriority

Update job priority.

jobUpdateStatus

Update job status.

viewCreatePanel

View the Create panel.

viewDetailsPanelAttachments

View job attachments in the Details panel.

viewDetailsPanelDiagram

View job workflow diagrams in the Details panel.

viewDetailsPanelHistory

View job history in the Details panel.

viewDetailsPanelLocation

View job locations in the Details panel.

viewDetailsPanelNotes

View job notes in the Details panel.

viewDetailsPanelProperties

View job properties in the Details panel.

viewManagePage

View the Manage page.

viewWorkPage

View the Work page.

Manage Jobs - Basic

The Manage Jobs - Basic role requires a Contributor user type and contains the following privileges:

PrivilegeDescription

jobAssignGroup

Assign any job assigned to your group to any person in the group.

jobAssignIndividual

Assign any job that is assigned to your group to yourself, and assign any job that is assigned to yourself to your group.

jobUpdateAttachments

Add, update, and delete job attachments.

jobUpdateHolds

Update job holds.

jobUpdateNotes

Update job notes.

viewCreatePanel

View the Create panel.

viewDetailsPanelAttachments

View job attachments in the Details panel.

viewDetailsPanelLocation

View job locations in the Details panel.

viewDetailsPanelNotes

View job notes in the Details panel.

viewDetailsPanelProperties

View job properties in the Details panel.

viewWorkPage

View the Work page.

Privileges

Privileges allow groups to perform specific actions and access work in Workflow Manager. For example, some groups may be able to create jobs, while other groups can run jobs but not create them.

The following is a list of Workflow Manager privileges, the required user type, and their descriptions:

PrivilegeUser typeRoleDescription

adminAdvanced

Creator

Publisher

Access the Design page and configure workflow diagrams, job templates, and workflow item settings such as group roles and privileges.

adminBasic

Creator

Publisher

Access the Design page and configure workflow diagrams and job templates.

jobAssignAny

Contributor

N/A

Assign any job to any person or group at any time.

jobAssignGroup

Contributor

N/A

Assign any job assigned to your group to any person in the group.

jobAssignIndividual

Contributor

N/A

Assign any job that is assigned to your group to yourself, and assign any job that is assigned to yourself to your group.

jobClose

Contributor

N/A

Close a job when the workflow is complete.

jobCreate

Contributor

N/A

Create a job.

jobDelete

Contributor

N/A

Delete a job.

jobForceStop

Contributor

N/A

Cancel a step being run by a different user.

jobReopenClosed

Contributor

N/A

Reopen a closed job.

jobUpdateAttachments

Contributor

N/A

Add, update, and delete job attachments.

jobUpdateDate

Contributor

N/A

Update the scheduled start or end date for jobs.

jobUpdateDescription

Contributor

N/A

Update job descriptions.

jobUpdateExtendedProperties

Contributor

N/A

Update extended properties for jobs.

jobUpdateHolds

Contributor

N/A

Update job holds.

jobUpdateName

Contributor

N/A

Update the job name.

jobUpdateNotes

Contributor

N/A

Update job notes.

jobUpdateOwner

Contributor

N/A

Update the job owner.

jobUpdateParentJob

Contributor

N/A

Update a job's parent job.

jobUpdatePriority

Contributor

N/A

Update job priority.

jobUpdateStatus

Contributor

N/A

Update job status.

jobUpgrade

Contributor

N/A

Upgrade a job's workflow diagram to the latest version.

viewCreatePanel

Viewer

N/A

View the Create panel.

Note:

This privilege also requires the viewWorkPage or the viewManagePage privilege.

viewDetailsPanelAttachments

Viewer

N/A

View job attachments in the Details panel.

viewDetailsPanelComments

Viewer

N/A

View job comments in the Details panel.

viewDetailsPanelDiagram

Viewer

N/A

View job workflow diagrams in the Details panel.

viewDetailsPanelHistory

Viewer

N/A

View job history in the Details panel.

viewDetailsPanelHolds

Viewer

N/A

View job holds in the Details panel.

viewDetailsPanelLocation

Viewer

N/A

View job locations in the Details panel.

viewDetailsPanelNotes

Viewer

N/A

View job notes in the Details panel.

viewDetailsPanelProperties

Viewer

N/A

View job properties in the Details panel.

viewManagePage

Viewer

N/A

View the Manage page.

viewWorkPage

Viewer

N/A

View the Work page.

workflowSetStepCurrent

Contributor

N/A

Set the current step in a job's workflow.

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