What Workflow rights are there, and what do they do?
In a workflow, there are two rights that can be given to users, which are the Designer and Controller rights.
Each right is responsible for the following,
The designer is authorized to edit, delete, and publish workflow configurations, retract their publication, and debug the workflow to rectify errors in it.
*NOTE: For the "Create new workflows" and "Copy" functions, you need extended Designer rights, which is to give the user the Function Profile right of "Design Workflow"
In the Workflow Designer, controllers can open the workflow version with a double-click in read mode. Older workflow versions can be opened in the list of versions from the context menu of the version concerned.
In the Client, controllers have a particular task list for the workflows for which they have Controller permission. The list has exactly the same name as the workflow and can be found under Tasks > Monitor tasks.
In the Client, controllers see all tasks of all users who have been assigned tasks in a workflow instance. This means that if a task has been assigned to several users, they also see this multiple times, as this is the only way they can assign it from one user to another. A controller also sees whether, in the workflow task list of a user, a task has progressed to Read status, i.e., whether it is being processed. If a document is deleted in a workflow, the task itself in the workflow will also automatically be deleted. In addition, a controller can end a workflow instance by selecting Stop workflow from the context menu of the relevant workflow version. This process will be noted in the workflow history.
*NOTE: The user who created the workflow has the Designer and Controller rights by default. A user cannot withdraw a right from themselves.
KBA applicable for both Cloud and On-premise Organizations