Users, groups, roles, and privileges

The ability of users to access work and the functionality displayed in workflow items depend on the privileges associated with the roles that are assigned to the groups to which the users belong. Roles are commonly used to limit the following types of actions to specific user groups:

• Creation of jobs
• Reassignment of jobs
• Editing of workflow diagrams
• Management of workflow item settings

Note:

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

Users

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

Learn more about adding members to your portal

Learn more about licensing the Workflow Manager user type extension

Groups

Groups are managed in your organization's ArcGIS Enterprise portal 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 ArcGIS Enterprise portal groups to 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 portal Creator user type with a Publisher role and contains the following privileges:

Privilege	Description
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.
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.
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 portal Creator user type with a Publisher role and contains the following privileges:

Privilege	Description
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 portal Editor user type and contains the following privileges:

Privilege	Description
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.
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 portal Editor user type and contains the following privileges:

Privilege	Description
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 of users to access work and specific functionality in supported applications in Workflow Manager. For example, some user groups may be able to create jobs, while other user groups can run jobs but not create them.

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

Privilege	Portal user type	Portal role	Description
adminAdvanced	Creator	Publisher	View the Design page to configure workflow diagrams, job templates, and workflow item settings such as group roles and privileges.
adminBasic	Creator	Publisher	View the Design page and configure workflow diagrams and job templates.
jobAssignAny	Editor	N/A	Assign any job to any person or group at any time.
jobAssignGroup	Editor	N/A	Assign any job assigned to your group to any person in the group.
jobAssignIndividual	Editor	N/A	Assign any job that is assigned your group to yourself, and assign any job that is assigned to yourself to your group.
jobClose	Editor	N/A	Close a job when the workflow is complete.
jobCreate	Editor	N/A	Create a job.
jobDelete	Editor	N/A	Delete a job.
jobReopenClosed	Editor	N/A	Reopen a closed job.
jobUpdateAttachments	Editor	N/A	Add, update, and delete job attachments.
jobUpdateDate	Editor	N/A	Update the scheduled start or end date for jobs.
jobUpdateDescription	Editor	N/A	Update job descriptions.
jobUpdateExtendedProperties	Editor	N/A	Update extended properties for jobs.
jobUpdateHolds	Editor	N/A	Update job holds.
jobUpdateName	Editor	N/A	Update the job name.
jobUpdateNotes	Editor	N/A	Update job notes.
jobUpdateOwner	Editor	N/A	Update the job owner.
jobUpdateParentJob	Editor	N/A	Update a job's parent job.
jobUpdatePriority	Editor	N/A	Update job priority.
jobUpdateStatus	Editor	N/A	Update job status.
jobUpgrade	Editor	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.
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	Editor	N/A	Set the current step in a job's workflow.