Configuring Security for Workflow Steps

To determine the users or groups that are authorized to act on a workflow step, you must set the permissions for the step.

To add security to a workflow step:

  1. From the Workflow Workbench, open a workflow.

  2. In the Workflow window, click the Layout tab.

  3. Double-click a workflow step for which you want to configure security.

    The Workflow Step window opens.

  4. Click the Security tab.

  5. Click New.

    The Workflow Step Security window opens.

  6. In the list at the top of the window, do one of the following:

    • To authorize security groups to act on the workflow step:

      1. Leave Enter a Security Group Name selected.

      2. Use the Security Group auto-complete list to select one or more security groups to act on the workflow step. (You can use Shift or Ctrl to select multiple groups.)

    • To authorize users to act on the workflow step:

      1. Select Enter a Username.

      2. Use the Username auto-complete list to select one or more users to act on the workflow step. (You can use Shift or Ctrl to select multiple usernames.)

    • To authorize users and security groups to act on the workflow step using standard tokens (that resolve to users and security groups):

      1. Select Enter a Standard Token.

      2. Use the Standard Token auto-complete list to select a standard token to act on the workflow step.

      3. In the Workflow Step Security window, click Add.

      4. The token you select determines the value displayed in the Security Type field.

      5. To add another token, repeat Step ii and Step iii.

    • To authorize users and security groups to act on the workflow step using user-defined tokens (that resolve to users and security groups):

      1. Select Enter a User Defined Token.

      2. If the token has already been defined, then in the User Defined Token field, type the token name. Otherwise, to open the Token Builder and define a new token that returns the resources you want to act on the workflow step, click Tokens.

      3. In the Security Type list, select the security type to which the token resolves.

      4. Click Add.

      5. To add another user-defined token, repeat Step ii through Step iii.

      6. Click OK.

        • Username: The token resolves to a username.

        • User ID: The token resolves to a user ID.

        • Security Group Name: The token resolves to a security group name.

        • Security Group ID: The token resolves to a security group ID.

  7. Click OK.

  8. To add items of a different security type, repeat Step 6.

  9. In the Workflow Step window, click OK.

  10. On the Security tab, click OK.

  11. In the Workflow window, click OK.