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Permission Descriptions for Users and Groups

Understand how each permission affects access for users and groups.

Overview

In ProcessMaker Platform, a permission allows a user or group member to view a type of information or perform an action. Below are some examples of permissions:

Permissions are organized into categories, such as for Processes, Requests, and Screens.

Assign Permissions to Users and Groups

While permissions apply to users, those permissions can be assigned from a user account or a group:

  • User-level permissions: Permissions can be assigned to a user account. These permission assignments only apply to that user account. From user-level permissions, you can assign Administrator-level permissions or all permissions to a user account. Instead of assigning individual permissions to a user account, the following options are also available:

    • Super Admin: Assign the Make this user a Super Admin option to grant unrestricted access to the entire ProcessMaker Platform instance. In doing so, ProcessMaker Platform does not check permissions for user accounts with this setting selected, allowing such users to administer and install packages which might otherwise require permissions be granted to a user account to perform. Users whose account have this setting may do the following:

      • Start a Request for any Process regardless of whether that user has permission to do so.

      • View the Tasks as displayed in the Task column of Request summaries by clicking a link to that Task. Users that do not have the Make this user a Super Admin option do not have a hyperlink to Tasks from Request summaries.

      • Manage queues.

      • Make another user a Super Admin by assigning the Make this user a Super Admin permission.

      • Retry and update completed Processes.

      • Manually complete a Request.

      • Retry a Request with an error.

      • Customize the user interface.

      • See all comments in a Request and a Task summary.

      • Upload file in API - Settings.

      • Filter by any user in API - GroupMember.

      • Run Script Executor in APIs.

      • Link to edit any task in Request Detail.

      • Reassign any open or overdue Task.

    • All permissions: Assign the Assign all permissions to this user option to assign all permissions to that user account.

    See Edit a User Account.

  • Group-level permissions: Permissions can be assigned to a group. A group assigns the same permissions to all user account members. Using groups makes it easy to manage permissions for multiple user accounts with identical permission assignments. From group-level permissions, you can assign all permissions to a group. See Edit a Group.

User and Group Permissions are Cumulative

User-level and group-level permission assignments are cumulative. This means that a user account has all the group-level permission assignments from all its group memberships, but also has the flexibility of permission assignments that apply only to that user account. For example, a user account might be a member of a group whereby its members can view the list of all Processes. However, an Administrator can assign the permission to edit Processes to only the one user account.

Best Practices to Assign Permissions

See the following best practices when organizing group members:

Organize Groups Based on User Roles

Create groups based on how you define user roles in your organization. Based on how you define user roles, assign permissions to groups so that all group members have the same permission set. Below is an example how you might create groups to assign permissions:

Organize Small Groups into Larger Groups to Inherit Permissions

Organize the role-based groups into larger groups so that permissions overlap amongst group members. Consider the following example.

Suppose that a group named "Process Modelers" with a set of permission categories to design Process models. This group has assigned to it the following permission categories:

A second group named "Process Architects" has a different set of permission categories from which to maintain Process Template consistency across their organization:

Senior managers within the organization that must have all these sets of permission categories. Instead of a third group that contains all five sets of permission categories, create a third group called "Senior Managers" that includes the "Process Modelers" and "Process Architect" groups. The "Senior Managers" group inherits the permission categories of the groups within it.

Permission Descriptions

Permissions are organized into categories. Permissions are described below by category and how each permission affects ProcessMaker Platform functionality. These permissions function identically in user accounts and groups.

Analytics Reporting

The Analytic Reporting package must be installed for the Analytics category of permissions to display.

The Analytics Reporting category contains the following permissions:

Select the View Analytics permission to use any of the other permissions in this category.

Auth Clients

The Auth Clients category contains the following permissions:

Select the View Auth Clients permission to use any of the other permissions in this category.

Collections

The Collections package must be installed for the Collections category of permissions to display.

The Collections category contains the following permissions:

Select the View Collections permission to use any of the other permissions in this category.

Comments

The Comments package must be installed for the Comments category of permissions to display.

The Comments category applies to Requests and Tasks and contains the following permissions:

Select the View Comments permission to use any of the other permissions in this category.

Data Connectors

The Data Connectors package must be installed for the Data Connectors category of permissions to display.

The Data Connectors category contains the following permissions:

  • Create Data Connector Categories: Create a Data Connector Category from the Categories page. Selecting this permission also selects the Edit Data Connector Categories permission. See Create a New Data Connector Category.

  • Create Data Connectors: Create a Data Connector from the Data Connectors page. Selecting this permission also selects the Edit Data Connectors permission. See Create a New Data Connector.

  • Delete Data Connector Categories: Delete a Data Connector Category from the Categories page. See Delete a Data Connector Category.

  • Delete Data Connectors: Delete a Data Connector from the Data Connectors page. See Delete a Data Connector.

  • Edit Data Connector Categories: Edit a Data Connector Category from the Categories page. See Edit a Data Connector Category.

  • Edit Data Connectors: Edit a Data Connector from the Data Connectors page. See Edit a Data Connector.

  • View Data Connector Categories: View the table of Data Connector Categories on the Categories page. See View Data Connector Categories.

  • View Data Connectors: View the table of Data Connectors on the Data Connectors page. See View Data Connectors.

Select the View Data Connector Categories permission to use any of the other permissions related to Data Connector Categories.

Select the View Data Connectors permission to use any of the other permissions in the Data Connectors category.

Decision Tables

The Decisions Tables package must be installed for the Decision Tables category of permissions to display.

The Decision Tables category contains the following permissions:

  • Create Decision Table Categories: Create a Decision Table Category from the Categories page. Selecting this permission also selects the Edit Decision Table Categories permission. See View Decision Table Categories.

  • Create Decision Tables: Create a Decision Table from the Decision Tables page. Selecting this permission also selects the Edit Decision Tables permission. See Create a New Decision Table.

  • Delete Decision Table Categories: Delete a Decision Table Category from the Categories page. See Delete a Decision Table Category.

  • Delete Decision Tables: Delete a Decision Table from the Decision Tables page. See Delete a Decision Table.

  • Edit Decision Table Categories: Edit a Decision Table Category from the Categories page. See Edit a Decision Table Category.

  • Edit Decision Tables: Edit a Decision Table from the Decision Tables page. See Edit a Decision Table.

  • View Decision Table Categories: View the table of Decision Table Categories on the Categories page. See View Decision Table Categories.

  • View Decision Tables: View the table of Decision Tables on the Decision Tables page. See View Decision Tables.

Select the View Decision Tables Categories permission to use any of the other permissions related to Decision Table Categories.

Select the View Decision Tables permission to use any of the other permissions in the Decision Tables category.

Environment Variables

The Environment Variables category contains the following permissions:

  • Create Environment Variables: Create an Environment Variable from the Environment Variables page. Selecting this permission also selects the Edit Environment Variables permission. See Create a New Environment Variable.

  • Delete Environment Variables: Delete an Environment Variable from the Environment Variables page. See Delete an Environment Variable.

  • Edit Environment Variables: Edit an Environment Variable from the Environment Variables page. See Edit an Environmental Variable.

  • View Environment Variables: View the table of Environment Variables on the Environment Variables page. See View All Environment Variables.

Select the View Environment Variables permission to use any of the other permissions in this category.

Files (API)

The Files (API) category contains the following permissions:

  • Create Files: Saves a new file specified in an API request. Selecting this permission also selects the Edit Files permission. See "Files > Post" endpoint in the ProcessMaker Platform RESTful API.

  • Delete Files: Deletes a specified file in an API request. See "Files > Delete" endpoint in the ProcessMaker Platform RESTful API.

  • Edit Files: Update a file specified in an API request. See "Files > Update" endpoint in the ProcessMaker Platform RESTful API.

  • View Files: Returns the list of files associated to an API request. See "Files > Get" endpoint in the ProcessMaker Platform RESTful API.

For more information about the ProcessMaker Platform RESTful API, see Access ProcessMaker Platform RESTful API Documentation.

Groups

The Groups category contains the following permissions:

  • Create Groups: View a group from the Groups page. Selecting this permission also selects the Edit Groups permission. See Create a New Group.

  • Delete Groups: Delete a group from the Groups page. See Delete a Group.

  • Edit Groups: Edit a group from the Groups page. See Edit a Group.

  • View Groups: View groups from the following locations:

Select the View Groups permission to use any of the other permissions in this category.

Notifications (API)

The Notifications (API) category contains the following permissions:

  • Create Notifications: Save a new notification through an API request. Selecting this permission also selects the Edit Notifications permission. See "Notifications > Post" endpoint in the ProcessMaker Platform RESTful API.

  • Delete Notifications: Deletes a specified notification through an API request. See "Notifications > Delete" endpoint in the ProcessMaker Platform RESTful API.

  • Edit Notifications: Updates a notification through an API request. See "Notifications > Update" endpoint in the ProcessMaker Platform RESTful API.

  • View Notifications: Returns all notifications to which the user has access. See "Notifications > Get" endpoint in the ProcessMaker Platform RESTful API.

For more information about the ProcessMaker Platform RESTful API, see Access ProcessMaker Platform API Documentation.

PM Blocks

The PM Blocks category contains the following permissions:

  • Archive PM Blocks: Archive a PM Block from the PM Blocks page. See Archive a PM Block.

  • Create PM Block Categories: Create a PM Block Category from the Categories page. Selecting this permission also selects the Edit PM Block Categories permission. See Create a New PM Block Category.

  • Create PM Blocks: Create a PM Block from the PM Blocks page. Selecting this permission also selects the Edit PM Blocks permission. See Create a New PM Block.

  • Delete PM Block Categories: Delete a PM Block Category from the Categories page. See Delete a PM Block Category.

  • Edit PM Block Categories: Edit a PM Block Category from the Categories page. See Edit a PM Block Category.

  • Edit PM Blocks: Edit a PM Block and/or its configuration from the PM Blocks page. See Edit a PM Block and Configure a PM Block.

  • Export PM Blocks: Export a PM Block from the PM Blocks page. See Export a PM Block.

  • Import PM Blocks: Import a PM Block from the PM Blocks page. See Import a PM Block.

  • View PM Block Categories: View the table of PM Block Categories on the Categories page. See View PM Block Categories.

  • View PM Blocks: View the table of PM Blocks on the PM Block page. See View PM Blocks.

Select the View PM Block Categories permission to use any of the other permissions related to PM Block Categories.

Select the View PM Blocks permission to use any of the other permissions in the PM Blocks category.

Process Templates

The Process Templates category contains the following permissions:

Select the View Process Templates permission to use any of the other permissions in the Process Templates category.

Process Translations

The Process Translations category contains the following permissions:

Processes

The Processes category contains the following permissions:

Select the View Process Categories permission to use any of the other permissions related to Process Categories.

Select the View Processes permission to use any of the other permissions in the Processes category.

Requests

The Requests category contains the following permissions:

Saved Search

The Saved Searches package must be installed for the Saved Search category to display.

The Saved Search category contains the following permission:

Screens

The Screens category contains the following permissions:

  • Create Screen Categories: Create a Screen Category from the Categories page. Selecting this permission also selects the Edit Screen Categories permission. See Create a New Screen Category.

  • Create Screens: Create a Screen from the Screens page. Selecting this permission also selects the Edit Screens permission. See Create a New Screen.

  • Delete Screen Categories: Delete a Screen Category from the Categories page. See Delete a Screen Category.

  • Delete Screens: Delete a Screen from the Screens page. See Delete a Screen.

  • Edit Screen Categories: Edit a Screen Category from the Categories page. See Edit a Screen Category.

  • Edit Screens: Edit a Screen and/or its configuration from the Screens page. See Edit a Screen and Edit Screen Configuration.

  • Export Screens: Export a Screen from the Screens page. See Export a Screen.

  • Import Screens: Import a Screen from the Screens page. See Import a Screen.

  • View Screen Categories: View the table of Screen Categories on the Categories page. See View Screen Categories.

  • View Screens: View the table of Screens on the Screens page. See View All Screens.

Select the View Screen Categories permission to use any of the other permissions related to Screen Categories.

Select the View Screens permission to use any of the other permissions in the Screens category.

Scripts

The Scripts category contains the following permissions:

  • Create Script Categories: Create a Script Category from the Categories page. Selecting this permission also selects the Edit Script Categories permission. See Create a New Script Category.

  • Create Scripts: Create a Script from the Scripts page. Selecting this permission also selects the Edit Scripts permission. See Create a New Script.

  • Delete Script Categories: Delete a Script Category from the Categories page. See Delete a Script Category.

  • Delete Scripts: Delete a Script from the Scripts page. See Delete a Script.

  • Edit Script Categories: Edit a Script Category from the Categories page. See Edit a Script Category.

  • Edit Scripts: Edit a Script and/or its configuration from the Scripts page. See Edit a Script and Edit Script Configuration.

  • View Script Categories: View the table of Script Categories on the Categories page. See View Script Categories.

  • View Scripts: View the table of Scripts on the Scripts page. See View All Scripts.

Select the View Script Categories permission to use any of the other permissions related to Script Categories.

Select the View Scripts permission to use any of the other permissions in the Scripts category.

Security Logs

The Security Logs category contains the following permission:

  • Create Security Logs (API): Creates a security log entry for a specified user via an API request. See "Security Logs > Post" endpoint in the ProcessMaker Platform RESTful API.

  • View Security Logs: View security logs for a user from the Users page. See View Security Logs for a User.

Settings

The Settings category contains the following permissions:

  • Update Settings: Edit settings available from Settings. See Settings.

  • View Settings: View settings available from Settings. See Settings.

Select the View Settings permission to use any of the other permissions in this category.

Signals

The Signals category contains the following permissions:

Select the View Signals permission to use any of the other permissions in this category.

Task Assignments (API)

The Task Assignments (API) category contains the following permissions:

  • Create Task Assignments: Saves a new task assignment to a specified user in an API request. Selecting this permission also selects the Edit Task Assignments permission. See "Task Assignments > Post" endpoint in the ProcessMaker Platform RESTful API.

  • Delete Task Assignments: Deletes a specified task assignment through an API request.

  • Edit Task Assignments: Updates a task assignment through an API request. See "Task Assignments > Update" endpoint in the ProcessMaker Platform RESTful API.

  • View Task Assignments: Returns all assignments assigned to the user.

For more information about the ProcessMaker Platform RESTful API, see Access ProcessMaker Platform RESTful API Documentation.

Translations

The Translations package must be installed for the Saved Search category to display.

The Translations category contains the following permissions:

Select the View Translations permission to use any of the other permissions in this category.

Users

The Users category contains the following permissions:

  • Create Users: Create a user account from the Users page. Selecting this permission also selects the Edit Users permission. See Create a New User Account.

  • Delete Users: Delete a user account from the Users page. See Delete a User Account.

  • Edit Users: Edit a user account from the Users page. See Edit a User Account.

  • View Other Users Profiles: View another user's profile. If a user is not granted this new permission, then that user receives an Error 404 (not found) page when clicking on another user's avatar or manually adjusting the URL to view another user's profile page. See View Another User's Profile Information.

  • View Users: View users from the following locations:

Select the View Users permission to use any of the other permissions in this category.

Version History

The Versioning package must be installed for the Version History category of permissions to display.

The Version History permissions category applies to Processes, Scripts and Screens and contains the following permissions:

Select the View Version History permission to use any of the other permissions in this category.

Vocabularies

The Vocabularies package must be installed for the Vocabularies category of permissions to display.

The Vocabularies category contains the following permissions:

  • Create Vocabularies: Create a Vocabulary from the Vocabularies page. Selecting this permission also selects the Edit Vocabularies permission. See Create a New Vocabulary.

  • Delete Vocabularies: Delete a Vocabulary from the Vocabularies page. See Delete a Vocabulary.

  • Edit Vocabularies: Edit a Vocabulary from the Vocabularies page. See Edit a Vocabulary.

  • View Vocabularies: View the table of Vocabularies on the Vocabularies page. See View All Vocabularies.

Select the View Vocabularies permission to use any of the other permissions in this category.

Webhooks

The Data Connector package must be installed for the Webhooks category of permissions to display.

The Webhooks category contains the following permissions:

Related Topics

User ManagementGroup Management
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