Hi Monty_270311
1.The owner of the workflow: When the user/owner of a record have lower privileges and you want system admin/any user with higher privileges, to make changes on the record. Tracking of, who made the changes to record in this case does not matter.
An example of this can be, sending notification/emails to users about record assignment or status changes
2.The user who made changes to the record: When you are aware that the user working on this record and having security role abc have enough privileges to execute this. And tracking changes to the record matters to you.
An example of this could be, when Lead Priority is changed, change Rating as well. Now in this case if you turn on auditing; you will see that for both the field will have modified by 'as this user'. if we take this same example for the first scenario asked, Rating 'modified by' user will be a system admin. which will make it difficult for you to track.
If you define the workflow to execute as the owner of the workflow than the workflow can potentially perform actions the user does not have permission to – e.g. create certain records, or delete a record. The workflow will have the permissions of the Owner of the workflow rule which you can set higher than the permissions of the end users.
If you define the workflow to execute in the context of the user then any records created or updated will reflect the user as the CreatedBy / ModifiedBy.
Regards,
Leah Ju
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