This guide explains the difference between Submission Permissions and Unit Administration Permissions in Workflow. Use this guide to determine which permissions a user needs to monitor submissions or manage submissions, role groups, and schedules for their assigned units.
Before You Begin
Only users with Workflow Administrator permissions can assign Submission Permissions or Unit Administration Permissions. For more information, see Workflow Administrators.
Permission Types
Workflow provides two permission categories. Submission Permissions control submission visibility and monitoring. Unit Administration Permissions allow designated Unit Level Administrators (ULAs) to perform specific administrative tasks for their assigned units.
| Permission Type | Purpose | Where to Assign | Who Can Receive It |
|---|---|---|---|
| Submission Permissions | Allow users to monitor submissions and access submission information according to the visibility level granted, without administrative editing actions. | Workflow > Permissions > Submission Permissions | Any eligible user |
| Unit Administration Permissions | Grant one or more unit-scoped administrative permissions: Submissions Management, Role Group Management, or Schedule Management. | Workflow > Permissions > Unit Administration Permissions | Users designated to administer assigned units |
Unit Administration Permission Options
- Submissions Management: Monitor and perform permitted administrative actions on submissions for candidates in assigned units.
- Role Group Management: Create and manage role groups within assigned units.
- Schedule Management: View templates and create and manage schedules for assigned units.
These permissions are independent. For example, a ULA who needs to manage schedules but not role groups can receive Schedule Management without Role Group Management. Access to Workflow > Submissions requires the appropriate Submissions Management permission; Schedule Management alone does not grant access to that table.
Comparing Permissions
Managing Submissions
The following table compares submission monitoring with the administrative actions available through ULA Submissions Management. Access is limited by the permissions granted to the user.
| Action | Submission Permissions | ULA Submissions Management |
|---|---|---|
| View submission list | Yes, within granted visibility | Yes, for authorized candidates |
| View submission details | When included in granted visibility | Yes, for authorized candidates |
| Download submissions | When the Submissions Summary, Detail, and Actions level is granted | Yes, for authorized candidates |
| Send back a submission | No | Yes, for authorized candidates |
| Complete a submission step | No | Yes, for authorized candidates, except the administrator's own submission |
| Cancel a submission | No | Yes, for authorized candidates |
| Undo completion | No | Yes, for authorized candidates, except the administrator's own submission |
| Edit attached files | No | Yes, where permitted for authorized candidates |
Important: ULAs with Submissions Management permission can monitor submissions from Workflow > Submissions. They can open submissions and review materials for candidates in their assigned units. Administrative actions and exports are limited to candidates they are authorized to access. Administrators cannot complete, reopen, or edit responses on their own submissions.
Managing Role Groups
Role Group Management is a separate Unit Administration permission. It does not come with Submission Permissions or Schedule Management automatically.
| Action | Submission Permissions | ULA Role Group Management |
|---|---|---|
| View role groups | No | Yes |
| Duplicate role groups | No | Yes; the new group is managed by the ULA's unit |
| Create role groups | No | Yes, for assigned units |
| Edit role groups | No | Yes, for groups managed by assigned units |
| Delete role groups | No | Yes, for groups managed by assigned units |
Managing Schedules
Schedule Management allows ULAs to create and manage review schedules for their assigned units. It does not grant unrestricted access to templates or schedules managed by other administrators.
| Action | Submission Permissions | ULA Schedule Management |
|---|---|---|
| View template configurations and forms | No access through this permission | Yes, read-only |
| Modify Security Form settings within a template | No | Yes |
| Edit other template configuration or form content | No | No |
| Create schedules | No | Yes, for assigned units |
| View and manage schedules | No access through this permission | Yes, for schedules managed by authorized units; not other administrators' schedules |
| Search for and add candidates | No | Yes, only candidates with an eligible current appointment in the schedule's managing units |
| Confirm schedules | No | Yes, for managed schedules |
| Update reviewers, due dates, reports, and supported email settings | No | Yes, for managed schedules |
| Terminate schedules | They should consult with a Workflow Administrator when a schedule needs to be terminated. | They should consult with a Workflow Administrator when a schedule needs to be terminated. |
Important Considerations
Template access: ULAs can view template configurations and forms but cannot change them. The exception is Security Form settings, which ULAs can modify within a template. For more information, see Managing Form Security in Workflow.
Schedule visibility: ULAs can create and manage schedules for their assigned units. They cannot view schedules managed by other administrators or units. The Managed By designation identifies which unit manages a schedule and cannot be changed after creation.
Candidate selection: ULAs can only search for and add candidates who have a current appointment within the units authorized for the schedule. When confirming a schedule, Workflow checks eligibility again. If a candidate no longer qualifies, the candidate is removed.
Submission access from schedules: Schedule Management allows access to schedule submission summaries. Detailed submission access is restricted to candidates in the ULA's authorized units. To monitor submissions from the main Workflow > Submissions table, the ULA also needs Submissions Management permission.
Assigning Unit Administration Permissions and Submissions Permissions
- Go to Workflow > Permissions
-
Visit the appropriate article for the permission you would like to assign:
Best Practices
- Assign Submission Permissions when a user only needs to monitor submissions.
- Assign Submissions Management when a ULA needs to monitor submissions and perform permitted administrative actions for candidates in assigned units.
- Assign Role Group Management when a ULA needs to create or maintain role groups for assigned units.
- Assign Schedule Management when a ULA needs to create and manage review schedules for assigned units.
- Grant only the permissions required for the user's responsibilities. A ULA can receive more than one permission when necessary.
Choosing the appropriate permissions helps users complete their work while keeping administrative access limited to the units and functions they are authorized to manage.