Permissions

One organization at a time

Workflow Settings works in one selected, authorized organization at a time. Changing the organization changes the available drafts, templates, directory choices, and grants. There is no all-organizations Workflow authoring view, and access in one organization does not grant access in another.

View, edit, approve, and administer

A view grant lets you inspect the Workflow content that is available to you. An edit grant is required for supported draft, policy, safe-test, readiness, and inactive archive actions. An approve grant makes a configured person or role eligible where a workflow requires approval capability; it does not unlock separate authoring controls, create a live approval assignment, or deliver anything. An administer grant manages Workflow access and organization-scoped configuration.

Grants are explicit and can be combined only where the organization’s administrator has assigned them. A grant does not bypass availability gates or turn Phase 1 authoring into publication, activation, execution, notification delivery, delegation, or conversion.

Named people and product roles

When a workflow or policy asks for a responsible target, choose only the named people and product-role labels currently offered by the selected organization directory. RS1 presents display-safe names and role labels for selection; do not enter copied identifiers, infer hidden membership, or expose personal details in a safe test or support request.

Platform administrators are not offered as named people unless you are a platform administrator yourself. If a workflow or policy already names one, it shows as Unavailable member to everyone else; leave it in place and ask a platform administrator if it needs changing.

A displayed person or role can be unavailable when that directory entry is no longer eligible in the selected organization. Refresh the selection and choose an offered target, or ask an administrator to review eligibility.

Unavailable versus access required

Unavailable means Workflow Settings itself is not currently enabled for the selected organization or account because its separate availability conditions are not complete. Access required means Workflow Settings is available, but your account lacks the applicable explicit Workflow grant. Neither message is a reason to try another organization or copy a hidden value.

What source-product roles do not grant

Raw RSA or RSO roles, product membership, and Capture responsibility do not dynamically become Workflow authority. They may affect which display-safe role labels the selected organization directory can offer, but Workflow Settings still requires its own explicit organization-scoped grant.

Phase 1 boundary: Permissions control access to Preview authoring records only. No permission grants publication, activation, execution, live approvals, notification delivery, delegation, or conversion. Production remains disabled until UAT is complete.