LP5: Role Security Levels

Emily Hawley

Updated 11 February 2025 17:46

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, and then 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
NEW!! Brand Manager
Workflow User
Content Hub Administrator
User
Team Manager & Deputy Manager
Report 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	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Edit my account's: first name, last name, e-mail, time zone, job title, Skype username, office/location, phone number, preferred language & mark new task as new for how long.	●	●	●	●	●	●	●	●	●	●
View & edit other users': first name, last name, e-mail, time zone, job title, Skype user name, office/location, phone number, preferred language	●	●
Set 'Deputise & Escalate To' for my own account	●	●	●	●	●	●	●	●	●	●
Edit other users' 'Deputise & Escalate To'	●	●
Upload your own user picture	●	●	●	●	●	●	●	●	●	●
View your account information (associated Roles and Role security level)	●	●	●	●	●	●	●	●	●	●

Add or remove any users from roles within a domain*	●	●
Add a leaving date & Replacement Username to any user within a domain	●	●
Deactivate or reactivate a User Account	●	●
Create new user	●	●
Create a new role	●	●
Edit any role (Security level & Visibility)	●	●
Create a team	●	●
Can edit a team	●	●
Can Edit a team's absence									●
Schedule my tasks to auto-redirect to another user using the absence manager	●	●	●	●	●	●	●	●	●	●
Edit and/or delete my scheduled absence	●	●	●	●	●	●	●	●	●	●
View my past absences	●	●	●	●	●	●	●	●	●	●

*Security Admin cannot add/remove Domain Admin to/from any user

Workflows & Managing Work
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Access to Global search	●	●	●	●	●	●
I can access Search Activities	●	●	●	●	●	●
Access to Quick Search within the activities and tasks page	●	●	●	●	●	●	●	●	●	●

View details of own domain's activities that you are not responsible for	●	●	●	●	●	●
View details of own domain's activities that you are responsible for	●	●	●	●	●	●	●	●	●	●
View details of other linked domain's activities when I am named on the activity or have a responsible task	●	●	●	●	●	●	●	●	●	●
'Edit task' within an activity*	●	●	●	●
Add time on any activity I am responsible within*	●	●	●	●	●	●	●	●	●	●
View/Edit Activity Data via any Completed Forms	●	●	●	●	●
View/Edit Activity Data via Completed Forms that I was responsible for	●	●	●	●	●	●	●	●	●	●
View Gantt	●	●	●	●	●	●	●	●	●	●
Edit Gantt i.e. adjust the projected date and save to the current plan	●	●	●	●	●
Ability to re-plan an activity	●	●	●	●	●
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	●	●	●	●	●
Add additional child workflows to a running activity retrospectively	●	●	●	●	●
Bypass an Approval I am responsible for	●	●	●
Bypass a Stage on an activity I am responsible on	●	●	●	●	●	●	●	●	●	●
Can retrospectively edit any completed brief from the Activity Summary Page	●	●	●	●	●
Can retrospectively edit a completed brief where the user is the responsible assignee from the Activity Summary Page	●	●	●	●	●	●
Abort an approval early	●	●	●	●	●

Use the 'Take it' functionality to assign yourself to a task that has been originally assigned to a role you're within.	●	●	●	●	●	●	●	●	●	●
Add a 'comment' to a task	●	●	●	●	●	●	●	●	●	●
Create an activity	●	●	●	●	●
Create, view, edit and/or deactivate a workflow template	●
Send an adhoc simple task from the Activties page	●	●	●	●	●
Activities I am associated with (RACI) will be visible in My Activities page	●	●	●	●	●	●	●	●	●	●
Activities I am named as Accountable for will be visible in my Activity Snapshot page	●	●	●	●	●	●	●	●	●	●
Complete tasks assigned to self	●	●	●	●	●	●	●	●	●	●
Transfer any task from one user to another user**	●	●	●	●	●
Transfer my own tasks to other users**	●	●	●	●	●	●	●	●	●	●

*This depends on the feature flags for your domain

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

Dashboard
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Move, resize, add and delete my own dashboard widgets*	●	●	●	●	●	●	●	●	●	●
I can add the 'Assets' widget	●	●	●	●	●	●	●	●	●	●
I can add the 'My Account' widget	●	●	●	●	●	●	●	●	●	●
I can add the 'My Tasks' widget	●	●	●	●	●	●	●	●	●	●
I can add the 'Welcome Message' widget	●	●	●	●	●	●	●	●	●	●
I can add the 'My Activities' widget	●	●	●	●	●	●	●	●	●	●
I can add the 'Busiest People' widget	●	●	●	●	●	●
I can add the 'Current Work and Status' widget	●	●	●	●	●	●
I can add the 'Business Intelligence' widget	●	●	●	●	●
I can add the 'Activities completed (last 7 days)' widget	●	●	●
I can add the 'Activities created (last 7 days)' widget	●	●	●
I can add the 'Activity Snapshot' widget	●	●	●
I can add the 'Approvals' widget	●	●	●
I can add the 'Approvals I manage' widget	●	●	●
I can add the 'Tasks Completed this week' widget	●	●	●
I can add the 'Invite Team' widget	●	●

*Only on the widgets you have the access rights to view

Assets
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Download multiple assets from the basket	●	●	●	●	●	●	●	●	●	●
Send assets from the basket on an Adhoc approval	●	●	●	●	●	●
Perform an Adhoc asset revision comparison using the basket	●	●	●	●	●	●	●	●	●	●
Perform an Adhoc asset comparison using assets associated with a activity/workflow I have rights to view.	●	●	●	●	●	●	●	●	●	●
Can access associated activity through the Asset-Revisions tab*	●	●	●	●	●	●

*All users can see associated activities but not every user can access the activity.

Asset Libraries (Library Access)
Action	Read Only (Approved)	Read Only (All)	Contribute
Move an asset to another library (with Contribute)	●	●	●
Move an asset to another library (without Contribute)	●
Add an asset to the basket	●	●	●
Upload a new asset to a library (with Contribute)	●	●	●
Upload a revision to an asset (with Contribute)	●	●	●
Upload a revision to an asset (without Contribute)	●
Set an asset to expire within a library (with Contribute)	●	●	●
Set an asset to expire within a library (without Contribute)	●
Download asset from a library	●	●	●
Send an asset on approval from a library	●	●	●
Share an asset externally by sending a one-time code	●	●	●
Rename an asset (with Contribute)	●	●	●
Rename an asset (without Contribute)	●
View rip log of asset	●	●	●
Reprocess the asset	●	●	●
Delete an asset with a not reviewed status (with Contribute)*	●	●	●
Delete an asset with a not reviewed status (without Contribute)	●

*All activities have to be cancelled and deleted in order to delete an asset

Asset Libraries
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Create a new asset library	●
Assign roles and security rights to asset libraries	●
View, edit and/or delete any asset library	●
Upload an asset to any library (regardless of library role access)	●
Delete any asset from a library*	●
Move an asset to another library (with Contribute)	●	●	●	●	●	●
Move an asset to another library (without Contribute)	●
Add an asset to the basket	●	●	●	●	●	●	●	●	●	●
Upload a new asset to a library (with Contribute)	●	●	●	●	●	●
Upload a revision to an asset (with Contribute)	●	●	●	●	●	●
Upload a revision to an asset (without Contribute)	●
Set an asset to expire within a library (with Contribute)	●	●	●	●	●	●
Set an asset to expire within a library (without Contribute)	●
Download asset from a library	●	●	●	●	●	●	●	●	●	●
Send an asset on approval from a library	●	●	●	●	●	●
Share an asset externally by sending a one-time code	●	●	●	●	●	●	●	●	●	●
Rename an asset (with Contribute)	●	●	●	●	●	●
Rename an asset (without Contribute)	●
View rip log of asset	●	●	●	●	●	●	●	●	●	●
Reprocess the asset	●	●	●	●	●	●	●	●	●	●
Delete an asset with a not reviewed status (with Contribute)*	●	●	●	●	●	●
Delete an asset with a not reviewed status (without Contribute)	●

* All activities have to be cancelled and deleted in order to delete an asset

Classifications
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Add new asset, approval or teams classification	●
Edit existing asset, approval or teams classification	●
Delete asset, approval or teams classification	●

Admin
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report User
Upgrade/downgrade oranisation features	●
View invoices/billing Reports	●
Modify organisation settings	●
Customise account logo	●
View, send, edit and review domain connections	●
Add, view, edit and/or delete a custom form	●
View, add, edit & delete Category structure/s and/or entries	●
View, add, edit & delete Sequences	●

Content Hub
Action	Domain Admin	Security Admin	Work Manager	Work Scheduler	NEW!! Brand Manager	Workflow User	Content Hub Admin	User	Team Manager & Deputy Manager	Report 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							●