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Limit a workflow to certain users or a security group.

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Posted on by Oliver_McErlane

Hi,

I have created a workflow to update Customer Names on mass, to match what they should be on out local Companies House database.

The workflow is on-demand process and runs on the Customer entity. I want to limit the availability of this to certain users or a security group as I don't want all staff who have edit permissions on the Customer entity to have the availability of this particular workflow.

How can I do this?

PS. We are on.. Microsoft Dynamics 365Version 1612 (8.2.28.11) (DB 8.2.28.11) on-premises

Thanks for your time,

Ollie

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Nya 29,058 on at

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RE: Limit a workflow to certain users or a security group.

Hi,

If the issue has been solved, it would be appreciated if you could click "Yes" to verify my answer.

If there is any further doubt, please do not hesitate to let me know.
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Nya 29,058 on at

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RE: Limit a workflow to certain users or a security group.

Hi Ollie,

You can set the owners of these records to a different user or business unit than the users you don't want them to perform workflow on.

And then set the Scope of the workflow according to the above setting.

1. User

The Workflow will only run against entity records owned by the owner of the Workflow. Therefore, it’s almost set up like an individual Workflow.

When you elect this Scope, it means it will only run on the records owned by the same user as the Workflow user.

2. Business Unit

The Workflow will run against entity records for all owners that are in the same business unit as the Workflow owner.

3. Parent: Child Business Unit

Enabling this Scope means the Workflow will run against entity records for all owners that are in the same business unit and any child business unit(s) of the Workflow owner.

Consider you have two child business units that belong to one parent business unit and three child business units that belong to a different parent business unit.

If the user is in the first parent business unit, any entity records owned by individuals within that business unit or its two child units will be included in the Workflow.

4. Organization

The Workflow will affect all records within your Dynamics Organization. It is the scope setting used most often.