To get started using Workflow and managing flows, it's important to meet certain prerequisites. Then, the permissions assigned will determine what you can see or do within Workflow.
Requirements to use Workflow
You must have the planPlataforma Proto use all of its features. If you meet this condition and cannot find the Workflow section on the platform, check with the customer service team.
Types of permissions in Workflow
User access to the Workflow module is defined through three permission levels, configurable in the Users and Profiles module (if you have the necessary permissions). These are grouped under the name“Workflow > Solicitudes y plantillas”:
What can each profile do?
🔴 No permission or "No"
The user will see the Solicitudes module on the portal, but upon entering will only be able to perform the following actions:
Start requests for which they have explicit permission to do so (via the “Crear solicitud” button) according to the template configuration.
View ongoing requests in which they have been assigned as responsible or approver, as defined in the template. They will only be able to access the history of the stages in which they are responsible.
They cannot download requests.
🟡 Read permission
The user can access the Solicitudes module and view all ongoing requests and their history, as well as download each one, regardless of the permissions defined in the templates. That is, they can see all requests on the platform, regardless of the user's area limitations.
They cannot respond to, approve, or return stages of these requests, unless they have been assigned as responsible or approver in the configuration of that template.
They can start requests for which they have explicit permission to do so (via the “Crear solicitud” button) according to the template configuration.
They can view existing templates, but cannot create, edit, or delete them.
In Alta and Movimiento templates, the requests view is automatically filtered according to the user's area limits. This means that they will only be able to see those requests whose “Área de la solicitud” is within their allowed areas. In other template types (Baja, Búsqueda, Pre-ingreso or Flexibles), they can see all requests on the platform.
🟢 Modify permission
They have full access to the module. This includes viewing the history and downloading all types of requests.
They can view, start, respond to, approve, and return all types of requests, even if they were not defined as an approver in the template.
They can create, delete, duplicate, and edit templates.
In Alta and Movimiento templates, even if they have modify permission, the requests view is still filtered by the user's area limits.
Permissions defined in templates
In addition to the general permission assigned in the Users and Profiles module, each Workflow template allows you to define specific conditions to determine who can start or approve requests. The options available vary according to the template type.
Who can start requests?
Depending on the type of Workflow, the following options can be enabled to start a request:
Área/Cargo
User list
Administrador de solicitudes
All collaborators(only available in Flexible templates)
New collaborator via personal email(only in Pre-ingreso)
Onboarding manager(only in Pre-ingreso)
User profile
Who can approve requests?
The following options are available to assign approval in stages:
Área/Cargo
Specific user (not available for Pre-ingreso templates)
Administrador de solicitudes
Requester’s supervisor (not available for Pre-ingreso templates)
- Supervisor of the collaborator who completed the previous stage.
Requester
User profile.
Action permissions with integration to other modules
To configure templates whose action affects another module, you must have that module contracted and the respective permissions enabled:
Generate Documents:requires the Documentos y Firma module and the "Documentos" permission in Modificación.
Add participant to Encuesta Libre: Requires the Encuestas module and the "Encuesta Libre" permission in Modificación.
Generate Pending Task: Requires the general parameter "Habilitar tareas pendientes" to be turned on.
Request asset: Requires having the Gestión de activos module contracted and the "Configuración de gestión de activos" permission in Modificación.
Assign a course: Requires having the Capacitaciones module contracted and the "LMS" permission in Administrador or higher.
🤖 This article was translated using artificial intelligence. View original article.