Data access rules on workflow approval tasks in business applications
Data access rules that you configure for records impact the workflow approval process in business applications. The approvers view tasks in the workflow inbox based on the data access rules configured for their custom user roles.
If users create, update, merge, unmerge, or delete records and submit them for approval, the approval tasks aren't sent to the approvers who don't have permission to access the records.
For example, configure a record-level data access rule for a custom user role with a condition that denies access to Person records if the Country field is set to Australia. Users who belong to the custom user role can't view approval tasks related to records that contain Australia as the country value.
Approvers can't view approval tasks in the workflow inbox if they don't have permission to view all records that participate in the merge process.
Approvers can view approval tasks in the workflow inbox even if they don't have permission to view source records that participate in the unmerge process of a master record. However, they must have permission to view the master record that's submitted for the unmerge process.
For example, you unmerge records Dav, David, and David H from the record David Hendry and submit the record for approval. Approvers who have permission to access the David Hendry record can view the approval task in the workflow inbox even though they don't have permission to access other records.
However, approvers assigned to custom user roles that aren't affected by these data access rules can view approval tasks in the workflow inbox.
Note:
If none of the approvers assigned with custom user roles have access to some records, users can't submit their changes related to those records for approval.