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.
You can update team permissions by going to Company > Teams.
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
| Task | Admin | Workflow lead | Instance lead | Team lead | Colleague (a team member assigned to a step) | Light user |
|---|---|---|---|---|---|---|
| View and start a private instance | ✔️ | ✔️ | ✔️ | ✔️ | Can start instances of workflows added to a portal | |
| Edit and delete a private instance | ✔️ | ✔️ | ✔️ | |||
| Skip or delegate a step | ✔️ (they can delegate steps assigned to a team or a specific person) | ✔️(they can delegate steps assigned to a team or a specific person) | ✔️ (delegation is possible only of the step has been assigned to a team) | |||
| Delete private instance | ✔️ | ✔️ | ✔️ | |||
| View private workflows | ✔️ | ✔️ | ✔️ | ✔️ (if folder and process visibility allows it) | ||
| Stop single instances | ✔️ | ✔️ | ✔️ | ✔️ ( only if it's an instance they created) | ✔️ (only if it's an instance they created) | ✔️ (only if it's an instance they created) |
| Stop instances from the Workflows > Overview page | ✔️ | (not supported unless you're an admin workflow lead) | ✔️ | |||
| Update workflows | ✔️ | ✔️ | ||||
| Duplicate workflows | ✔️ | ✔️ | Only the processes they can see | Only the processes they can see | ||
| Create instances from private workflows | ✔️ | ✔️ | ✔️ | ✔️ | ||
| Change and delete a private workflow | ✔️ | ✔️ | ||||
| Change workflow leads | ✔️ | |||||
| Connect and disconnect an integration | ✔️ | |||||
| Invite colleagues to Next Matter | ✔️ | |||||
| Create private and public folders and remove them | ✔️ | ✔️ | ✔️ | ✔️ | ||
| Move workflows between folders | ✔️ | ✔️ | ✔️ | ✔️ | ||
| Create teams and add and remove team members | ✔️ | ✔️ | ✔️ (add team members to teams they lead) | |||
| Assign or remove the team lead status | ✔️ | |||||
| View portals | ✔️ | ✔️ | ||||
| Create / edit portals | ✔️ | |||||
| Start workflow from a portal | ✔️ | ✔️ (if added to portal) | ✔️(if added to portal) | ✔️(if added to portal) | ✔️(if added to portal) | ✔️(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 person of workflow lead changes after an instance has been created, the new lead doesn't have the permissions to stop or delete this instance.
Updated 1 day ago