This feature “grants or revokes” the “View, Design, Remove, and Instance permissions” for a Process Definition. 

By design, regular users (non-admins) can view only the Process Definitions they have created or have permission to view. A regular user can View, Design, Remove, and View Process Instances of a Process Definition, based on the “Permissions” assigned by the FlowWright Administrator or the definition owner.

Grant Permissions.

On the Process Definition page, select the definition in the table, then click the Security > Permissions menu option.

The Manage Permissions page opens in a new tab. Grant permissions to an individual user or a user application group.  

Search for and add the user(s) by typing the first three letters of their user names. Select the user from the list, then click the “Add” button to include them.  

The user is listed in the table below. Select the checkbox to grant View, Design, Remove, and Instance permissions. Click the “Save Permissions” button to confirm. A confirmation message appears in the top-right corner. To add multiple users to this permissions list, select the checkbox for each user. 

• View - permissions to see the process definition design
• Design - permissions to modify the process definition design
• Remove - permissions to move the process definition to the recycle bin or delete it permanently
• Instance - permissions to render the process instances that belong to this process definition  

Search for and add the application role users by typing the first three letters of their application role names. Select the role from the list, then click the “Add” button to include it.  

The application role is listed in the table below. Select the checkbox to grant “View, Design, Remove, and Instance permissions”. Click the “Save Permissions” button to confirm. A confirmation message appears in the top-right corner. Add multiple application role users to this list of permissions. 

Revoke Permissions.

On the Manage Permissions page, select the user or application role from the list. Click the “Remove Permissions” button. Click OK to confirm. 

A confirmation message appears in the top-right corner.  

Permissions Audit Trail.

On the Process Definitions page, select the definition, then click View > History. 

The View History information is displayed on the new page. Select the Permissions tab to view recent actions sorted by the “UpdatedOn” column, as shown below. 

Lock and Unlock the Process Definitions.

This feature displays the list of process definitions locked by FlowWright users and allows the Admin user to “Unlock” definitions.  

By design, regular users (non-admins) can access the Process Definitions they own or have permission to “View, Design, Remove, and Instance events”. The definition status is set to “locked” to prevent the user from making design changes. 

On the process definition page, select the definition, then click Security > Definition Locks. 

The Process Definition Locks information is displayed on a new page. View the list of process definitions locked by users, sorted by the “Locked On” date column. The process definition is unlocked after the user saves and closes the changes. 

A different FlowWright user with “View, Design, and Remove” permissions for the process definition can “Unlock” the definition and modify its design. In this case, the previous FlowWright user cannot save changes because the process definition is no longer locked to them. The FlowWright application should notify the previous user of the lock status and the username when changes are made. This safety measure prevents content from being overwritten by concurrent users.

You can “Unlock” the process definition in two different ways. 

On the Process Definition Locks page, select the definition, then click Actions > Unlock Definition. The definition is unlocked, and a confirmation message appears in the top-right corner.  

On the Process Definition Locks page, select the definition, then right-click and choose the “Unlock” option. The definition is unlocked, and a confirmation message appears in the top-right corner.  

Note: The Flowwright application automatically unlocks the process definitions, and the duration is determined by the system variable “$ItemAutoUnlockDays” set in Engine Settings. Navigate to the Status > Settings > Settings Designer menu page. 

The Settings Designer page appears as shown in the example below. Please navigate to the Engine Settings category and click to expand it. 

Search for and double-click the “$ItemAutoUnlockDays” setting to view it, or right-click to edit the configuration. 

A pop-up window displays the Configuration Item value. By default, all “locked” process definitions become “unlocked” after 3 days, unless otherwise configured. Change this value to any whole number, then click “Save” to confirm. The new setting takes effect when the FlowWright application or the FlowWright Engine services restart in Windows Services.  

Select the process definition, then click View > History. 

The history of process definitions includes the “Lock” and “Unlock” events, as shown in the image below. The timeline provides a comprehensive overview of the process definition’s history, events, comments, and permissions.