Manage Category (previously known as Collection and Habit) and Workflow permissions to control staff visibility and actions. Category permissions apply to all contained workflows; Workflow permissions apply to one. Add people or roles, assign access and notifications, remove permissions as needed, and note that changes affect current and future runs.
It’s really important that you have the correct permissions set up on your Collections and Workflows, as this will help to control the visibility of workflows for staff members, along with controlling the actions that users can take. This article covers the Permissions related to the Collection and Workflow within Arbor Workflows. To check permissions relating to who has access to Arbor Workflows this article will support: School MIS and MAT MIS Business Roles and Arbor Workflow Permissions. This is extremely important as your Arbor Business Role govern default access levels.
Permissions Overview
There are two core concepts to understand when controlling your permissions: Roles and Workflow. You can read more about both concepts by following the linked documents at the bottom of this guide, but for now, let’s have a short review.
Roles: These are roles that exist either within your organisation. You will sync your Arbor Roles into Arbor Workflows but you can have staff members assigned to Custom roles that you set up. All workflows run in a school context, and we will smartly bring in the correct person assigned to each role, per the school in which the workflow is running.
Workflow: Aside from the permissions that Arbor Roles can carry by default, you as manage access at individual workflow level too. Visibility of a workflow to the wider school community beyond the editor is not default. This can be done by assigning Managers and Followers of the workflow but also giving visibility for roles in this way or making the workflow visible for all to trigger by enabling it to appear in Workflow forms.
How do I control permissions on a workflow?
To control permissions for a single workflow, head to the workflow in question by selecting it in the Workflows tab.
From your workflow, hit the Review & Test button.
This will open the Review & Test area. This area will allow you to configure your workflow to be available to staff how you intend.
There are a few different ways to set this up.
Workflow Visibility
Which schools can use this workflow
Who can manage or follow this workflow
This is actually VERY important to get right - if you want to add a specific, single member of staff to a permission, use the Review & Test tab. If you want to add a role that exists across your schools (i.e. the Headteacher at the school the workflow is running in), then setting them as a Manager are what you need.
If though I wanted to add the Executive Principle from schools across my trust, I would not add them as individual people, but instead as a Role. In this instance, each individual Executive Principal would be added when a workflow was run for their school.
Once the person or role is selected, you have two further choices: the level of permission to grant, along with whether they should be notified or not.
Choosing to notify will see the relevant member of staff notified each time they become a follower or manager of a workflow run.
The following articles will help with any Role-based questions:
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