ProcessMaker API Documentation
ProcessMaker Examples

Permission Descriptions for Users and Groups

Understand how each permission affects access for users and groups.

Overview

In ProcessMaker, a permission allows a user or group member to view a type of information or perform an action in ProcessMaker. Below are some examples of permissions:

  • Start Requests

  • View the list of Processes

  • Edit Processes

  • Edit Screens

  • Create Environment Variables

  • View Task Assignments through our RESTful API

Permissions are organized into categories, such as for Processes, Requests, and Screens.

Assign Permissions to Users and Groups

While permissions apply to users, those permissions can be assigned from a user account or a group:

  • User-level permissions: Permissions can be assigned to a user account. These permission assignments only apply to that user account. From user-level permissions, you can assign Administrator-level permissions or all permissions to a user account. Instead of assigning individual permissions to a user account, the following options are also available:

    • Super Admin: Assign the Make this user a Super Admin option to grant unrestricted access to the entire ProcessMaker instance. In doing so, ProcessMaker does not check permissions for user accounts with this setting selected, allowing such users to administer and install packages which might otherwise require permissions be granted to a user account to perform. Users whose account have this setting may do the following:

      • Start a Request for any Process regardless of whether that user has permission to do so.

      • View the Tasks as displayed in the Task column of Request summaries by clicking a link to that Task. Users that do not have the Make this user a Super Admin option do not have a hyperlink to Tasks from Request summaries.

    • All permissions: Assign the Assign all permissions to this user option to assign all permissions to that user account.

    See Edit a User Account.

  • Group-level permissions: Permissions can be assigned to a group. A group assigns the same permissions to all user account members. Using groups makes it easy to manage permissions for multiple user accounts with identical permission assignments. From group-level permissions, you can assign all permissions to a group. See Edit a Group.

User and Group Permissions are Cumulative

User-level and group-level permission assignments are cumulative. This means that a user account has all the group-level permission assignments from all its group memberships, but also has the flexibility of permission assignments that apply only to that user account. For example, a user account might be a member of a group whereby its members can view the list of all Processes. However, an Administrator can assign the permission to edit Processes to only the one user account.

Best Practice to Assign Permissions

ProcessMaker recommends creating groups based on how you define usage roles in your organization. Based on usage roles you define, assign permissions to groups so that all group members have the same permission set. Below is an example how you might create groups to assign permissions:

Permission Descriptions

Permissions are organized into categories. Permissions are described below by category and how each permission affects ProcessMaker functionality. These permissions function identically in user accounts and groups.

Auth Clients

The Auth Clients category contains the following permissions:

Select the View Auth Clients permission to use any of the other permissions in this category.

Collections

The Collections package must be installed for the Collections category of permissions to display.

The Collections category contains the following permissions:

  • Create Collections: Create a Collection from the Collections page. Selecting this permission also selects the Edit Collections permission. See Create a New Collection.

  • Delete Collections: Delete a Collection from the Collections page. See Delete a Collection.

  • Edit Collections: Edit a Collection from the Collections page. See Configure a Collection.

  • Export Collections: Export a Collections from the Collections page. See Export a Collection.

  • Import Collections: Import a Collection from the Collections page. See Import a Collection.

  • View Collections: View the table of Collections on the Collections page. See View Collections.

Select the View Collections permission to use any of the other permissions in this category.

Data Connectors

The Data Connectors package must be installed for the Data Connectors category of permissions to display.

The Data Connectors category contains the following permissions:

  • Create Data Connector Categories: Create a Data Connector Category from the Categories page. Selecting this permission also selects the Edit Data Connector Categories permission. See Create a New Data Connector Category.

  • Create Data Connectors: Create a Data Connector from the Data Connectors page. Selecting this permission also selects the Edit Data Connectors permission. See Create a New Data Connector.

  • Delete Data Connector Categories: Delete a Data Connector Category from the Categories page. See Delete a Data Connector Category.

  • Delete Data Connectors: Delete a Data Connector from the Data Connectors page. See Delete a Data Connector.

  • Edit Data Connector Categories: Edit a Data Connector Category from the Categories page. See Edit a Data Connector Category.

  • Edit Data Connectors: Edit a Data Connector from the Data Connectors page. See Edit a Data Connector.

  • View Data Connector Categories: View the table of Data Connector Categories on the Categories page. See View Data Connector Categories.

  • View Data Connectors: View the table of Data Connectors on the Data Connectors page. See View Data Connectors.

Select the View Data Connector Categories permission to use any of the other permissions related to Data Connector Categories.

Select the View Data Connectors permission to use any of the other permissions in the Data Connectors category.

Environment Variables

The Environment Variables category contains the following permissions:

  • Create Environment Variables: Create an Environment Variable from the Environment Variables page. Selecting this permission also selects the Edit Environment Variables permission. See Create a New Environment Variable.

  • Delete Environment Variables: Delete an Environment Variable from the Environment Variables page. See Delete an Environment Variable.

  • Edit Environment Variables: Edit an Environment Variable from the Environment Variables page. See Edit an Environmental Variable.

  • View Environment Variables: View the table of Environment Variables on the Environment Variables page. See View All Environment Variables.

Select the View Environment Variables permission to use any of the other permissions in this category.

Files (API)

The Files (API) category contains the following permissions:

  • Create Files: Saves a new file specified in an API request. Selecting this permission also selects the Edit Files permission. See "Files > Post" endpoint in our RESTful API.

  • Delete Files: Deletes a specified file in an API request. See "Files > Delete" endpoint in our RESTful API.

  • Edit Files: Update a file specified in an API request. See "Files > Update" endpoint in our RESTful API.

  • View Files: Returns the list of files associated to an API request. See "Files > Get" endpoint in our RESTful API.

For more information about our RESTful API, see Access our API Documentation.

File Manager

The File Manager package must be installed for the File Manager category to display.

The File Manager category contains the following permission:

Groups

The Groups category contains the following permissions:

  • Create Groups: View a group from the Groups page. Selecting this permission also selects the Edit Groups permission. See Create a New Group.

  • Delete Groups: Delete a group from the Groups page. See Delete a Group.

  • Edit Groups: Edit a group from the Groups page. See Edit a Group.

  • View Groups: View the table of groups on the Groups page. See View All Groups.

Select the View Groups permission to use any of the other permissions in this category.

Notifications (API)

The Notifications (API) category contains the following permissions:

  • Create Notifications: Save a new notification through an API request. Selecting this permission also selects the Edit Notifications permission. See "Notifications > Post" endpoint in our RESTful API.

  • Delete Notifications: Deletes a specified notification through an API request. See "Notifications > Delete" endpoint in our RESTful API.

  • Edit Notifications: Updates a notification through an API request. See "Notifications > Update" endpoint in our RESTful API.

  • View Notifications: Returns all notifications to which the user has access. See "Notifications > Get" endpoint in our RESTful API.

For more information about our RESTful API, see Access our API Documentation.

Processes

The Processes category contains the following permissions:

Select the View Process Categories permission to use any of the other permissions related to Process Categories.

Select the View Processes permission to use any of the other permissions in the Processes category.

Requests

The Requests category contains the following permissions:

The Saved Searches package must be installed for the Saved Search category to display.

The Saved Search category contains the following permission:

Screens

The Screens category contains the following permissions:

  • Create Screen Categories: Create a Screen Category from the Categories page. Selecting this permission also selects the Edit Screen Categories permission. See Create a New Screen Category.

  • Create Screens: Create a Screen from the Screens page. Selecting this permission also selects the Edit Screens permission. See Create a New Screen.

  • Delete Screen Categories: Delete a Screen Category from the Categories page. See Delete a Screen Category.

  • Delete Screens: Delete a Screen from the Screens page. See Delete a Screen.

  • Edit Screen Categories: Edit a Screen Category from the Categories page. See Edit a Screen Category.

  • Edit Screens: Edit a Screen and/or its configuration from the Screens page. See Edit a Screen and Edit Screen Configuration.

  • Export Screens: Export a Screen from the Screens page. See Export a Screen.

  • Import Screens: Import a Screen from the Screens page. See Import a Screen.

  • View Screen Categories: View the table of Screen Categories on the Categories page. See View Screen Categories.

  • View Screens: View the table of Screens on the Screens page. See View All Screens.

Select the View Screen Categories permission to use any of the other permissions related to Screen Categories.

Select the View Screens permission to use any of the other permissions in the Screens category.

Scripts

The Scripts category contains the following permissions:

  • Create Script Categories: Create a Script Category from the Categories page. Selecting this permission also selects the Edit Script Categories permission. See Create a New Script Category.

  • Create Scripts: Create a Script from the Scripts page. Selecting this permission also selects the Edit Scripts permission. See Create a New Script.

  • Delete Script Categories: Delete a Script Category from the Categories page. See Delete a Script Category.

  • Delete Scripts: Delete a Script from the Scripts page. See Delete a Script.

  • Edit Script Categories: Edit a Script Category from the Categories page. See Edit a Script Category.

  • Edit Scripts: Edit a Script and/or its configuration from the Scripts page. See Edit a Script and Edit Script Configuration.

  • View Script Categories: View the table of Script Categories on the Categories page. See View Script Categories.

  • View Scripts: View the table of Scripts on the Scripts page. See View All Scripts.

Select the View Script Categories permission to use any of the other permissions related to Script Categories.

Select the View Scripts permission to use any of the other permissions in the Scripts category.

Security Logs

The Security Logs category contains the following permission:

Task Assignments (API)

The Task Assignments (API) category contains the following permissions:

  • Create Task Assignments: Saves a new task assignment to a specified user in an API request. Selecting this permission also selects the Edit Task Assignments permission. See "Task Assignments > Post" endpoint in our RESTful API.

  • Delete Task Assignments: Deletes a specified task assignment through an API request.

  • Edit Task Assignments: Updates a task assignment through an API request. See "Task Assignments > Update" endpoint in our RESTful API.

  • View Task Assignments: Returns all assignments assigned to the user.

For more information about our RESTful API, see Access our API Documentation.

Translations

The Translations package must be installed for the Saved Search category to display.

The Translations category contains the following permissions:

Select the View Translations permission to use any of the other permissions in this category.

Users

The Users category contains the following permissions:

  • Create Users: Create a user account from the Users page. Selecting this permission also selects the Edit Users permission. See Create a New User Account.

  • Delete Users: Delete a user account from the Users page. See Delete a User Account.

  • Edit Users: Edit a user account from the Users page. See Edit a User Account.

  • View Other Users Profiles: View another user's profile. If a user is not granted this new permission, then that user receives an Error 404 (not found) page when clicking on another user's avatar or manually adjusting the URL to view another user's profile page. See View Another User's Profile Information.

  • View Users: View the table of user accounts on the Users page. See View All Users Accounts.

Select the View Users permission to use any of the other permissions in this category.

Version History

The Versioning package must be installed for the Version History category of permissions to display.

The Version History permissions category applies to Processes, Scripts and Screens and contains the following permissions:

Select the View Version History permission to use any of the other permissions in this category.

Vocabularies

The Vocabularies package must be installed for the Vocabularies category of permissions to display.

The Vocabularies category contains the following permissions:

  • Create Vocabularies: Create a Vocabulary from the Vocabularies page. Selecting this permission also selects the Edit Vocabularies permission. See Create a New Vocabulary.

  • Delete Vocabularies: Delete a Vocabulary from the Vocabularies page. See Delete a Vocabulary.

  • Edit Vocabularies: Edit a Vocabulary from the Vocabularies page. See Edit a Vocabulary.

  • View Vocabularies: View the table of Vocabularies on the Vocabularies page. See View All Vocabularies.

Select the View Vocabularies permission to use any of the other permissions in this category.

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