Team permissions

Refer to the permission breakdown to see who is can handle specific workflow and instance-related tasks in your organization.

Make sure to know who to reach out to if you're stuck and want, for instance, to delegate a step.


Tip: You can use the conversations widget available in each instance to reach out to a lead or team member. See Learn Next Matter as workflow participant

TaskAdminWorkflow leadInstance leadTeam leadColleague (a team member assigned to a step)Light user
View and start a private instanceβœ”οΈβœ”οΈβœ”οΈβœ”οΈCan start instances of workflows added to a portal
Edit and delete a private instanceβœ”οΈβœ”οΈβœ”οΈ
Skip or delegate a stepβœ”οΈβœ”οΈ
Delete private instanceβœ”οΈβœ”οΈβœ”οΈ
View private workflowsβœ”οΈβœ”οΈβœ”οΈβœ”οΈ (if folder and process visibility allows it)
Stop single instancesβœ”οΈβœ”οΈβœ”οΈβœ”οΈ ( only if it's an instance they created)βœ”οΈ (only if it's an instance they created)βœ”οΈ (only if it's an instance they created)
Stop instances from the Workflows > Overview pageβœ”οΈ(not supported unless you're an admin workflow lead)βœ”οΈ
Update workflowsβœ”οΈβœ”οΈ
Duplicate workflowsβœ”οΈβœ”οΈOnly the processes they can seeOnly the processes they can see
Create instances from private workflowsβœ”οΈβœ”οΈβœ”οΈβœ”οΈ
Change and delete a private workflowβœ”οΈβœ”οΈ
Change workflow leadsβœ”οΈ
Connect and disconnect an integrationβœ”οΈ
Invite colleagues to Next Matterβœ”οΈ
Create private and public folders and remove themβœ”οΈβœ”οΈβœ”οΈβœ”οΈ
Move workflows between foldersβœ”οΈβœ”οΈβœ”οΈβœ”οΈ
Create teams and add and remove team membersβœ”οΈβœ”οΈβœ”οΈ (add team members to teams they lead)
Assign or remove the team lead statusβœ”οΈ
View portalsβœ”οΈβœ”οΈ
Create / edit portalsβœ”οΈ
Start workflow from a portalβœ”οΈβœ”οΈ (if added to portal)βœ”οΈ(if added to portal)βœ”οΈ(if added to portal)βœ”οΈ(if added to portal)βœ”οΈ(if added to portal)


As an admin you can set roles for any user including yourself. Note that if you demote yourself to colleague, you cannot promote yourself back to admin level again.


If the workflow lead changes after an instance has been created, the new lead doesn't have the permissions to stop or delete this instance.