Team permissions
Refer to the permission breakdown to see who 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.
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 (the user starting the instance) | Team lead | Colleague (a team member assigned to a step) | Light user |
|---|---|---|---|---|---|---|
| View and start a private instance | ✅ | ✅ | ✅ | ✅ | ✅ | |
| Edit and delete a private instance | ✅ | ✅ | ✅ | |||
| Skip or delegate a step | ✅ (they can delegate steps assigned to a team or a specific person) | ✅ (delegation only possible if the lead is an admin, or a team lead and the step is assigned to their team) | ✅ (delegation is possible only if the step is assigned to their team) | |||
| Delete private instance | ✅ | ✅ | ✅ | |||
| View private workflows | ✅ | ✅ | ✅ | ✅ (if folder and process visibility allow 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) | ✅ | |||
| View details of a completed integration step | ✅ | ✅ (when the step fails and they reclaim it from the tech lead) | ✅ | ✅ (when they are also instance leads or tech leads) | ||
| Update workflows | ✅ | ✅ | ||||
| Duplicate workflows | ✅ | *only possible if they own the folder they’re duplicating into | ||||
| 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 | ✅ | ✅ | ✅ | ✅ | ||
| Move/duplicate workflows to private folders | ✅ | *only possible for folder owners | ||||
| 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 | ✅ | |||||
| Test portals as a light user (Light user view) | ✅ | |||||
| 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 a colleague, you cannot promote yourself back to the admin level again.
If the workflow lead changes after an instance has been created, the new lead doesn’t have permissions to stop or delete this instance.