Configure workflow privileges for business application user roles
You can configure requestor and approver workflow privileges for custom user roles.
Requesters can perform tasks that trigger workflows in business applications. Approvers can review and approve data before it becomes master data in business applications.
To configure workflow privileges, use Administrator and the Security page. To enable users with workflow privileges to perform tasks, create user-triggered or a system-generated business events for the respective custom user role. In addition to the workflow privileges enabled on the Security page, assign the View Tasks privilege to approvers in the Human Tasks service in Administrator.
The View Tasks privilege and workflow privileges enable the following changes for custom user roles:
•Custom user roles with the workflow requester privilege appear in the Affected User Roles list when you create business events.
•Custom user roles with the workflow approver privilege appear in the Approvers list when you create user-generated or system-generated business events.
If you were an existing MDM SaaS customer before the November 2025 release, the View Tasks privilege enables approvers to view their assigned tasks in the workflow inbox.
If you became an MDM SaaS customer as of the November 2025 release, the View Tasks privilege enables approvers to view their assigned tasks in the task inbox.
You can configure requestor and approver workflow privileges for custom user roles. You can also configure specific access privileges for approvers in the workflow inbox.
Ensure that you assign the View Tasks privilege in the Human Tasks service in Administrator in addition to the workflow privileges enabled on the Security page.
The View Tasks privilege and workflow privileges enable the Claim, Approve, Reject, Send Back, and Release buttons in the workflow inbox of business applications.
The Workflow Approver privilege is also applicable for two-step approval process in the workflow. It enables a user to approve, reject, or send the tasks back to the requester or intermediate approver based on the configuration of workflow tasks for business events. For more information about reviewing data by approvers, see Review Tasks.
1In Administrator, click Users.
The list of available users appears.
2Select the user for which you want to assign the custom user role and other roles.
The user details page appears:
3For the user to view the workflow inbox of business applications, assign the custom user role and the Business360ProcessExecutor role.
4Click Save.
5Click User Roles.
The user roles page with the list of pre-defined and custom user roles appears.
6Select the custom user role that you assigned to the user in 2.
The user role details page appears.
7Select Human Tasks in the Services list and assign the View Tasks privilege on the Features tab.
For more information about the View Tasks privilege, see Prerequisites.
8Click Save.
9In Business 360 Console, click Security, and click the custom user role that you assigned to the user in 2.
The user role details page appears.
10To assign workflow privileges for business entity, select the required business entity.
11On the Records tab, select the required privileges.
aTo trigger a workflow when a user creates a record in business applications, select Create and Read in addition to the Workflow Requester privilege.
bTo enable the user to view their task details in the workflow inbox, assign the Read privilege.
cTo enable the Edit button on the task details page in the workflow inbox, assign the Read and Update privileges.
dTo enable the user to approve system-generated events such as match and merge tasks, assign the Read and Source Records privileges in addition to the Workflow Approver privilege.
12To assign workflow privileges for hierarchies, select the Hierarchy from the Show: list.
The list of hierarchy models appear on the left pane.
13Select the required hierarchy model for which you want to assign the workflow privileges.
aTo trigger a workflow when a user modifies hierarchies in your business application, select Create, Read, Update, and Delete in addition to the Workflow Requester privilege.
bTo enable the user to view their task details in the workflow inbox, assign the Read privilege.
14On the Features tab, select Workflow Requester or Workflow Approver.
The following image shows the Features tab on the user role details page:
15Click Save.
Configure privileges for the task inbox
You can configure requestor and approver workflow privileges for custom user roles.
Configure specific privileges for approvers in the task inbox. You can also enable required users to assign unclaimed tasks to a user or user group. In addition to the workflow privileges enabled on the Security page, ensure that you assign the View Tasks privilege to approvers in the Human Tasks service in Administrator.
The View Tasks privilege and workflow privileges enable the Claim button and the actions configured in the respective workflows in the task inbox of business applications.
Note: The Manage Workflow Tasks privilege enables the Assign button in the task inbox.
1In Administrator, click Users.
The list of available users appears.
2Select the user to whom you want to assign the custom user role and other roles.
The user details page appears:
3For the user to view the task inbox page in business applications, assign the custom user role and the Business360ProcessExecutor role.
4Click Save.
5Click User Roles.
The user roles page with the list of pre-defined and custom user roles appears.
6Select the custom user role that you assigned to the user in 2.
The user role details page appears.
7Select Human Tasks from the Services list and assign the View Tasks privilege on the Features tab.
For more information about the View Tasks privilege, see Prerequisites.
8For the user to assign tasks to a user or user group, select MDM Business Applications from the Services list and assign the Manage Workflow Tasks privilege on the Features tab.
9Click Save.
10In Business 360 Console, click Security, and click the custom user role that you assigned to the user in 2.
The user role details page appears.
11To assign workflow privileges for a business entity, select the required business entity.
12On the Records tab, select the required privileges.
aTo trigger a workflow when the user creates a record in business applications, select Create and Read in addition to the Workflow Requester privilege.
bTo enable the user to view task details in the task inbox, assign the Read privilege.
cTo enable the Edit button on the task details page in the task inbox, assign the Read and Update privileges.
dTo enable the user to approve system-generated events such as match and merge tasks, assign the Read and Source Records privileges in addition to the Workflow Approver privilege.
13To assign workflow privileges for hierarchies, select the Hierarchy from the Show: list.
The list of hierarchy models appear on the left pane.
14Select the required hierarchy model for which you want to assign the workflow privileges.
aTo trigger a workflow when the user modifies hierarchies in business applications, select Create, Read, Update, and Delete in addition to the Workflow Requester privilege.
bTo enable the user to view task details in the task inbox, assign the Read privilege.
15On the Features tab, select Workflow Requester or Workflow Approver.
The following image shows the Features tab on the user role details page:
16Click Save.
Revoke workflow privileges
You can revoke workflow privileges for custom user roles from the Security page.
If you want to revoke the Workflow Requester or Workflow Approver privilege for a custom user role, ensure that the user does not have any tasks assigned. You can check if any tasks are assigned to the user in the workflow inbox or task inbox of business applications.
If you assigned the approver privilege for a custom user role in previous releases and retain it in the current release for approving hierarchy data, ensure that you deselect and select the Workflow Approver privilege once to enable the user to edit hierarchy tasks from the workflow inbox or task inbox.
