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 configured as two separate Workflow Actions. They can both be added to the same trigger however.
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 Team 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.
Replace Child Records Security: If the update rights Workflow is set to Action on a Parent Record that has an associated Child Record, you can option this to subsequently update the access level to match as the Parent gets updated access via the Workflow.
Click the 'Add Action' button to save your new workflow action, or 'Save' for an existing one. Then to save the overall Workflow you must click the 'Save' Button once more.
Note on how Child Record Access Rights Work:
- If the Child is created from within the Parent then it will inherit only the Parent Access. (Copy and Link also counts as such)
- If it is created outside of the Parent and then linked it would initially have the default App Access assigned to the Child App. Upon linking this would be overridden and it would then inherit the access rights from the Parent.