LP5: Role Security Levels

Introduction:

The purpose of this guide is to show the various security levels at different roles and who has access to certain features within the flow software. To view your security level for each domain, click on your user icon in the top-right of the screen >> Account >> Account Info.

Domain (Account) Administrators and Security Administrators can create as many User Roles as required in order to group users into appropriate functions of Responsibility. Each Role however must be assigned to one of the available Security Levels listed below. Security Levels determine which functions the users assigned to the Role can perform.

Domain Administrator
Security Administrator
Work Manager
Work Scheduler
Workflow User
Content Hub Administrator
Time Tracking Administrator
User

The tables below show the actions that can be performed by each of the Security Levels:

User Settings
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Change display Language of user profile	●	●	●	●	●	●	●	●
Edit own name, email, job title, phone no., time zone	●	●	●	●	●	●	●	●
Upload your own user picture	●	●	●	●	●	●	●	●
Upload user picture to another user account	●	●
Edit other user's names, emails and other details	●	●
View user account information (associated Roles and Role security level)	●	●	●	●	●	●	●	●
Deactivate a User Account	●	●
Reactivate a User Account	●	●

Dashboard
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Move and resize your own dashboard widgets	●	●	●	●	●	●	●	●
Add and remove your own dashboard widgets	●	●	●	●	●	●	●	●

Dashboard Widgets (Shortcuts)
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Assets	●	●	●	●	●	●	●	●
Business Intelligence	●		●	●
Invite Team	●	●
My Account	●	●	●	●	●	●	●	●
My Tasks	●	●	●	●	●	●	●	●
Welcome Message	●	●	●	●	●	●	●	●

Dashboard Widgets (Dynamic)
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Activity Snapshot	●		●	●
Approvals	●		●	●
Busiest People	●		●	●	●
Current Work and Status	●		●	●	●
My Activities	●	●	●	●	●	●	●	●
Team Activity	●		●
Work Completed	●		●	●
Work Completed by Tag	●		●	●
Work Completed this week	●		●	●
Work Outstanding	●		●	●	●
Work Sent	●		●	●
Approvals I Manage	●		●	●
Progress of Work I Manage	●		●	●

Managing Work
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Complete tasks assigned to self	●	●	●	●	●	●	●
Transfer any task from any user to any user***	●		●	●
Transfer own tasks to other users***	●	●	●	●	●	●	●
Add a note to a task	●	●	●	●	●	●	●
'Take' a task assigned to a role the user is associated with, removing the task from other role member's task list	●	●	●	●	●	●	●

Absence Manager*
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Schedule a task auto-redirect using the absence manager	●	●	●	●	●	●	●	●
Edit a scheduled absence	●	●	●	●	●	●	●	●
Delete a scheduled absence	●	●	●	●	●	●	●	●
View past absences	●	●	●	●	●	●	●	●

Assets and Libraries
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Create a new asset library	●
Assign asset library security	●
Edit any asset library	●
Delete an asset library	●
View all asset libraries	●
Upload an asset to any library	●
Download multiple assets from the basket (compressed)	●	●	●	●	●	●	●	●
Create an Adhoc asset approval from the asset page	●		●	●	●
Send assets from the basket on an Adhoc approval	●		●	●	●
Perform an Adhoc asset revision comparison	●	●	●	●	●	●	●	●
Perform an Adhoc asset comparison using assets associated with a common activity/workflow	●	●	●	●	●	●	●	●
View asset (not reviewed)	●
View asset (approval in progress)	●
View asset (approved)	●
Move an asset to another library	●
Add an asset to the basket	●
Upload a new asset to a library	●
Upload a revision to an asset	●
Download asset	●
Send an asset on approval	●
Share an asset externally by sending a one-time code	●
Rename an asset	●
View rip log of asset	●
Reprocess the asset	●
Set the status of the asset	●
Delete an asset with a not reviewed status	●
Abort an approval early	●	●	●	●	●	●	●	●
Asset Libraries have separate security levels which determine what users can action within a library that they have access to. See: Asset Library Security Matrix.

Search
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Access to Global Search	●	●	●	●	●	●	●
Access to Search Activities	●	●	●	●	●	●	●	●
Access to Quick Search in Tasks and Activities pages	●		●	●	●

Asset Classifications
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Add new asset classification	●
Edit existing asset classification	●
Delete asset classification	●

Approval Classifications
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Add new approval classification	●
Edit existing approval classification	●
Delete approval classification	●

Workflows (Activities)
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
View details of own domain's activities	●		●	●	●
View details of other linked domain's activities ****	●		●	●	●
Edit a Workflow Task**	●	●	●	●
Edit Workflow Data via Completed Forms	●		●	●	●
View Gantt	●	●	●	●	●
Edit Gantt i.e. adjust the projected date and save to the current plan	●		●	●
Delete a parent workflow (deletes all linked activity)	●
Restore a deleted workflow	●
Cancel any activity within your own Domain	●		●
Cancel own activity	●		●	●	●
Pause any activity within your own Domain	●		●
Pause own activity	●		●	●	●
Rename any activity within your own Domain	●		●
Rename own activity	●		●	●	●
Create a new workflow template	●
View any workflow template	●
Edit any workflow template	●
Deactivate any workflow template	●
Create a new workflow from a template	●		●	●
Add additional child workflows to a running activity retrospectively	●		●	●	●
Send a simple task to a user (not from the template)	●		●	●
Can access associated activity through the Asset-Activities tab	●		●	●	●
Activity visible in My Activities page	●	●	●	●	●	●	●	●
Activity visible in Activity Snapshot page	●	●	●	●	●	●	●	●
Bypass an Approval	●	●	●	●	●	●	●	●
Bypass a Stage	●	●	●	●	●	●	●	●

Briefs
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Can retrospectively edit any completed brief (without an approval verdict)	●		●	●
Can retrospectively edit a completed brief where the user is the responsible assignee (without an approval verdict)	●	●	●	●	●

Account (Domain) Admin
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Upgrade/downgrade account	●
View invoices/billing Reports	●
Modify account settings	●
Customise account logo	●

User Management
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Create new user	●	●
Edit any user account	●	●
Deactivate any user account	●	●
View details of any user account	●	●
Create a new role	●	●
Edit any role	●	●
Add or remove users from any role*****	●	●
Change the rights of any role	●	●

External Domain Connections
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
View domain connections	●
Send a connection request	●
Break an active connection	●
Review a connection request	●
Modify domain visibility	●

Item
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Browse Items	●		●	●
Add and edit Items	●		●	●
Delete Items	●		●	●

Custom Forms
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Create a custom form	●
View all custom forms	●
Edit any custom form	●

Categories
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
View Category structure	●
Add and edit entries in the Category structure	●
Delete entries in the Category structure	●

Glossaries
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Browse Glossaries	●
Add and edit Glossary items	●
Delete Glossary items	●

Sequences
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
View Sequences	●
Edit Sequences	●
Delete Sequences	●
View Sequences	●

Content Hub
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Access to the content hub	●	●	●	●	●	●	●	●
Generate content report	●	●	●	●	●	●	●	●
Add content rules	●					●
Edit master rules	●					●
Make rules obsolete	●					●
Add variations of rules	●					●
Edit variations of content rules	●					●
Remove variations of rules	●					●
Copy Rules	●					●

Time Tracking
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Enable time tracking (workflow Editor)	●
Start / Stop Time tracking on tasks	●	●	●	●	●	●	●	●
Adjust time	●						●
Audit time	●	●	●	●	●	●	●	●

Budget Tracking
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	Workflow User	Content Hub Admin	Time Tracking Admin	User
Enable budget tracking (Workflow Editor)	●
Edit planned cost (workflow editor)	●
Edit Planned hours (workflow editor)	●
View activity progress widget	●	●	●	●	●	●	●	●
Access budget tab (child)	●	●	●	●	●	●	●	●
Edit Costs	●	●	●	●	●	●	●	●
Add budget work Items	●	●
Edit budget work Items	●	●
Remove budget work Items	●	●
Add task work Items	●	●
Edit task work Items	●	●
Remove task work Items	●	●

Action	Read Only (Approved)	Read Only (All)	Contribute*
View asset (not reviewed)		●	●
View asset (Approval in progress)		●	●
View asset (Approved)	●	●	●
Move an asset to another library			●
Add an asset to the basket	●	●	●
Upload a new asset to a library			●
Upload a revision to an asset			●
Download asset	●	●	●
Send an asset on approval		●	●
Share an asset externally by sending a one-time code	●	●	●
Rename an asset			●
View rip log of asset			●
Reprocess the asset			●
Set Status of the asset			●
Delete an asset with a not reviewed status			●

* There is a domain-level feature to allow administrators to decide if users of their site are able to assign work during an absence to any member of the organisation, or only to users with the same role.

** Only applicable if the edit work items feature is enabled at the domain level.

*** Only applicable if require common deputy roles' feature is not enabled at the domain level.

**** Only applicable if the activity is visible to all assignee's flag is set on the activity instance.

***** A Security Admin user cannot add or remove the Domain Admin level to/from any user.

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