‎Guided Workflows - User Roles and Permissions

Guided Workflows - User Roles and Permissions

Updated

1 month ago

Sprinklr’s Guided Workflows offers a modular permission system that allows administrators to assign specific access levels to users based on their roles and responsibilities. This ensures secure, scalable, and efficient collaboration across teams.

This article outlines the available permissions for each of the three core components of Guided Workflows:

Guided Workflows (Guided Workflow Manager)
Guided Workflow Applications
Global Variables

Assigning Permissions

Permissions for Guided Workflow Manager, Guided Workflow Applications, and Global Variables can be managed by creating Global Roles or Workspace Roles and selecting the appropriate module and permission level for each user group. For more information on creating roles and assigning permissions, refer to Managing Roles.

The following table provides detailed information on the permissions for each of the Guided Workflows modules:

Guided Workflows (Guided Workflow Manager)

Permissions	Description
View	A user with View permission under Guided Workflows will have the following capabilities: View the Guided Workflows option on the homepage under the Sprinklr Service tab. Manage Columns in the workflow list view. Apply filters such as Created By, Status, and Tags. Access the Guided Workflow Builder with the ability to view each component and its configuration (editing is disabled). View the Configure Error Messages section. View the Settings section (read-only access). Access View Reports for insights and analytics. Export translation files for review or reference. Generate an External Link for sharing purposes. View resources on the Guided Workflow canvas. (Options to Edit, Delete, Create, or Import are hidden.) View Version History and Activity logs. (The Restore option is disabled.) View Global Workflow Settings. The Settings icon on the Guided Workflow canvas will be hidden. Note: View permission is required for the user to access Guided Workflows in the Smart Assist widget.
Edit	A user with Edit permission under Guided Workflow will have the following capabilities, in addition to all the capabilities granted under View permission: Create a Guided Workflow Create a folder Manage Columns Access to edit the Custom Error Messages functionality on Guided Workflow Manager. Access to Created By, Status, and Tags Filter Edit folder Edit Workflow Edit Settings Translations – Import and Export Clone a workflow Access to Save as Draft in a Guided Workflow Add to folder View Reports Generate External Link Edit, create, and import resources through Manage Resources Restore Version History through Activity and Version History options Edit settings on the Guided Workflow canvas Edit Global Workflow Settings
Delete	A user with Delete permission under Guided Workflow will be able to: Delete a Guided Workflow Delete resources on the Guided Workflow canvas through Manage Resources
Deploy	A user with Deploy permission under Guided Workflow will have the following capability, in addition to all the capabilities granted under Edit permission: Pause/Deploy a Guided Workflow
Lock/Unlock	A user with Lock permission under Guided Workflow will be able to: Secure a fully configured guided workflow, preventing unauthorized modifications by users with edit access, thereby avoiding potential disruptions or breakages in the workflow Lock/Unlock a workflow

Guided Workflow Applications

Permissions	Description
View	A user with View permission under Guided Workflow Applications will be able to: Access Application Builder with the ability to click on the already created application and view the configuration Copy the Application ID
Edit	A user with Edit permission under Guided Workflow Applications will have the following capabilities, in addition to all the capabilities granted under View permission: Add Application Edit Application Save Application Copy Application ID
Delete	A user with Delete permission under Guided Workflow Applications will be able to: Delete an Application
Deploy	A user with Deploy permission under Guided Workflow Applications will have the following capability, in addition to all the capabilities granted under Edit permission: Activate/Deactivate Application
Lock / Unlock	A user with Lock/Unlock permission under Guided Workflow Applications will be able to: Secure a fully configured application, preventing unauthorized modifications by users with edit access, thereby avoiding potential disruptions to the application settings Lock/Unlock an application

Guided Workflow Global Variables

Permission	Description
View	A user with View permission under Guided Workflow Global Variables will be able to: View the global variables configuration without edit access
Edit	A user with Edit permission under Guided Workflow Global Variables will have the following capabilities, in addition to all the capabilities granted under View permission. Create a new Global Variable Edit existing Global Variables
Delete	A user with Delete permission under Guided Workflow Global Variables will be able to: Delete an existing Global Variable

This tiered access system ensures efficient permission management by aligning user access with their roles and responsibilities. It enhances security by limiting critical actions, such as editing and deploying workflows, to authorized user groups.

Note: All Guided Workflow users must manually update permissions for each brand or partner—this is especially crucial for those leveraging external web forms.

Without updated permissions:

Applications will not be visible or editable.
Existing forms will continue to work, but cannot be modified.

User Interface Notes:

Users with View-only access will see workflows in a non-editable mode.
Edit access automatically includes all View permissions.
Locked workflows or applications can only be unlocked by users with Lock permission.
If a user does not have Delete, Deploy, Lock, or Edit access, those actions will not be displayed in the UI.

Ensure that permissions are reviewed and updated to avoid disruptions in workflow management.