Who Can See and Change Automations in CrmLeaf
All editions. Requires the Workflow Automation add-on. Permissions are set in the same place as the rest of your roles.
Availability: All editions. Requires the Workflow Automation add-on. Permissions are set in the same place as the rest of your roles.
Overview
Five permissions control Workflow Automation. Set them under Settings → Roles & Permissions.
Company admins get all of them by default.
How It Works
| Permission | What it allows |
|---|---|
| View Workflow Automation | See the list and Activity, and use Test Run |
| Add Workflow Automation | Create rules and use templates. The Templates tab only shows with this |
| Update Workflow Automation | Edit and switch on or off |
| Delete Workflow Automation | Delete |
| Manage Workflow Automation Settings | The settings screen. All-or-nothing |
The four ownership-based permissions use the usual levels, with one difference. All shows every rule in the company. Added, Owned and Added & Owned all mean the same here: only rules you created yourself, because a rule has no project or assignee for "owned" to point at. None is no access. Add has no "Owned" level.
- Two people can see different lists. The Created by column helps.
- You can only edit or delete a rule if your Update or Delete level covers it.
- Activity shows only runs of rules you can see.
- Rules limited to a workspace you cannot access are hidden from you.
- Neither the settings permission nor any other gives a company-wide view. Only View → All does.
Prerequisites
- Permission to manage roles in your company.
For Administrators
Step 1: Open the role
What to do: Open the role you want to change.
What to verify: The five Workflow Automation permissions are listed.
Step 2: Set the levels
What to do: Choose a level for each permission. Give View → All to anyone who must see every rule in the company.
What to verify: The Automations menu and tabs match the permissions you set.
Expected Result
Each role sees and changes only the automations its permissions allow.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Rules can send email and call outside systems, so grant Add and Update thoughtfully.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A user cannot see a colleague's rule | Their View level is not All | Grant View → All, or ask the creator to share what they need. |
| A user has no Templates tab | They lack Add Workflow Automation | Grant the Add permission. |
| A user cannot open the settings screen | They lack Manage Workflow Automation Settings | Grant it. It is all-or-nothing. |
| Someone cannot edit a rule they can see | Their Update level does not cover that rule | Raise their Update level or have the creator edit it. |
Frequently Asked Questions
Who sees my rules?
Whoever has View → All, plus you.
Can someone see rules without being able to change them?
Yes. Give them View and leave Update and Delete at None.
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Our support team answers on business days. Reference WFA-08 so we can jump straight in.