Limit user access to workflows

If would be great if an administrator could limit user access to workflows in some way. For example, completely hide workflows except the one selected for a folder.

Upvote 37
16 comments
Spot On Innovative Approach Stellar Advice
Avatar

@Alexander Hi! If you're interested, Business and Enterprise accounts have the type of functionality you're looking for. It's called Fixed Workflows. Essentially it lets you limit which status a task can be changed to. 

Stephanie Westbrook Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Stephanie Westbrook Wrike Team member Become a Wrike expert with Wrike Discover

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar
Hello, Stephanie! Before submitting a request I tested the Fixed Workflow. This great promising feature doesn't work correctly right now. A collaborator can move a task to any status in the Board view. Moreover, a collaborator can see and use all the workflows. And I didn't find a way to completely hide from my team members all workflows except the one selected for a folder. I hope the Fixed Workflow will be improved in this direction.
3
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar
Stephen

Hi Alexander -  sorry for the delay getting back to you here. I was checking this with the Product Team. As this feature is still in Labs this is great feedback and the Product Team is aware of it now. Thanks for taking the time to explain it here 🙌

2
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

👍

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Another vote for this capability (ability to hide workflows / limit user access to specific workflows).

Example use case... We're using a Request Form for users to report possible bugs in our product, which creates a bug report "task" with a custom workflow. Bug reports go through a triage step first (is it really a bug, do we have enough information to reproduce it, etc.). Once a bug is confirmed, it's moved to Confirmed status, which auto-assigns a user that triggers the Wrike/Jira integration so the bug is sent to our developers, and non-Jira users can see current status of the bug from within Wrike as it moves through the development pipeline over in Jira.

We don't want anyone using this workflow for any other purpose because that would inadvertently trigger the Jira integration for things that don't belong in Jira. For our purposes, something as simple as a checkbox at the workflow level to restrict visibility to Wrike Administrators only would work... if checked, that workflow would theoretically be visible in the front-end UI only by Wrike Admins (and ideally, only Admins would be able to change the workflow on any project/folder/task assigned to an Admin-Only workflow).

7
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

I agree on this. I know that request forms can be limited to certain users, i wish workflow could as well. 

3
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

We have very similar use cases as noted by @Laura Boyan and when a user intentionally or unintentionally changes an assigned workflow it causes challenges in the Board, Reports, etc. Ideally the workflows that should not be used for specific folders should not be visible to the normal users as it would prevent them from making mistakes. 

3
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

I also agree on this feature.

We also have workflows which should not be accessable by all users. E.g. to organize my own work I need a special workflow which only fits to my kind of organization.

It should work like the limeted access to forms: allow access to all accounts, explicit members or groups or none.

Would be a great feature in Wrike... 👍👍👍

4
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Another vote for this feature. 

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

This would be helpful to assign custom workflows for certain users. Anytime a task is assigned to them they will only work off of that workflow. For example, a designer will always have a workflow that requires review so that workflow should be the only thing this person sees and is able to use.

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

I would add my Vote for this feature.  As we  bring more teams on to Wrike we are creating more and more Workflows.  However, they are not all relevant to all Teams.  It would be very helpful to be able to limit their view of Workflows to the ones that are pertinent to them.

1
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

@Everyone Hey, thanks for your continued input here 🙂 For now I can't share any updates on this one, but please make sure to "+1" the suggestion if you haven't already. 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

3
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Hi Lisa, is there any update? For our team it would be also very helpful to limit the view of Workflows to the ones that are pertinent to them.

0
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

@Lisa, any update? Our Wrike Team is ever growing, and this would be very beneficial to us. Even if would could assign workflows to a User group! Accounting only needs to see Accounting Workflows, Marketing only Marketing workflows.

2
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

For us, limiting visibility of workflows to Users in specific User Groups or Spaces would be very helpful. Being able to set a default workflow for a folder is a good start, but when you change the workflow either in a task or for a folder, the complete list will still be displayed.

Right now, with 10.000+ users in our account, multiple business units to support, spanning various regions world-wide, we are in need of customizing visibility in all aspects - workflow only being one of them.

We effectively have around 200 different workflows. At the beginning, we used prefixes to visualize which region, country, business unit or team using the request form. But that has really reached it's usefulness.

2
Comment actions Permalink
Spot On Innovative Approach Stellar Advice
Avatar

Hi everyone, sorry for the late reply here!
I was thinking, could custom Access Roles (available on Enterprise) help here? 

You can customize so that users with certain types of access aren't able to change default workflows.

Please let me know what you think! 

Lisa Community Team at Wrike Wrike Product Manager Become a Wrike expert with Wrike Discover

Lisa Wrike Team member Become a Wrike expert with Wrike Discover

0
Comment actions Permalink

Folllowing List for Post: Limit user access to workflows
[this list is visible for admins and agents only]

Top
Didn’t find what you were looking for? Write new post