Adding a Workflow Action to set Access Rights

When setting up a Workflow, you will first need to set up a trigger event to determine when the Action will run. For a list of Trigger Events see our article here: Workflow Trigger Events

To save Administrators time on applying the correct access to Records, you can automate the process to set Full or Read-Only Access to a User or Team by a Workflow Action 

Set Record Access Rights

To set record access rights via workflow, select 'Update Record' as the Action and either 'Set Full Access Rights' or 'Set ReadOnly Access Rights' as the Result depending on the level of access that you want to give.

Note: If you would like to give some Users and Teams Full Access and some ReadOnly Access then this will need to be added to the Workflow as two separate Workflow Actions. They can both be added to the same trigger.

Having set the Level of Access that you would like to give, you then need to select the Users or Teams that the update will apply to.

Target Person Fields: Using this option you can assign the access right to a User that is named in the Record in a Person Field. A typical example of this would to give a Full Access Right to an Action Owner on a Field Update when they have been selected as the assignee.

Target Current User: This will assign an Access Right to the User who triggered the Workflow. It is rare that this would be a Full Access Right but an example could be to lock down a Self-Assessment after the User has completed the Form. The User would initially be given a Full Access Right to the record to be able to fill in the Self Assessment. Then on completion meeting a Field Updated Trigger, a ReadOnly Access would be given by the Workflow.

Target Current User's Team: By targeting the Current User's Team it can give visibility to all Users in their Teams of the work that they are completing. It could used on creation of a Project to give ReadOnly access to a User's team when they create a new Project.