Availability: Enterprise*
*This feature is available as a part of the paid PandaDoc CPQ add-on. If this is something you're interested in, reach out to your Customer Success Manager or sign up for a demo.
Understanding workflow permissions is crucial to ensuring the right users have the necessary access to view, run, and manage workflows. This guide provides an overview of the different permission levels available for workflows in PandaDoc and recommendations on how to assign and customize roles to fit your organization’s needs.
Note: Users with a Collaborator role cannot view workflow templates or run workflows. These users will not see anything related to workflows in the PandaDoc interface.
Members
Users with a Member role on the account are typically end-users, such as salespeople or customer success managers (CSMs).
Permissions:
View templates: Members can view workflow templates that are available to them.
Run workflows: They can start workflow runs from published workflow templates.
View own runs: Members can view and edit their own workflow runs in HubSpot, but they cannot access or edit runs initiated by other users.
Edit own workflow runs: Members can revisit and edit their own workflow steps if needed, then proceed to the next step in the workflow.
Note: When attempting to access another user’s workflow run, members will encounter an error indicating they lack sufficient permission.
Managers
Users with a Manager role have broader access to workflows and are typically team leads or supervisors.
Permissions:
View and manage templates: Managers can view, edit, and delete workflow templates, even those created by other users.
View all workflow runs: Managers can view all workflow runs, regardless of the user who started them.
Edit own workflow runs: Managers can edit their own workflow runs but cannot modify runs initiated by others.
View workflow progress: Managers can see the current step of any workflow run but cannot move steps forward or backward for other users' workflows.
Note: The only difference between Admin and Manager roles is that admins can edit any user's workflow runs, while managers are restricted to editing their own.
Admins
Users with an Admin role on the account have full access to all workflow-related activities.
Permissions:
Full template control: Admins can create, edit, delete, and remove any workflow templates.
Run workflows: Admins can start workflows from any published template.
Edit all workflow runs: Unlike managers, admins can edit any workflow runs, even those started by other users.
Note: The only difference between Admin and Manager roles is that admins can edit any user's workflow runs, while managers are restricted to editing their own.
Custom roles
Custom roles provide the flexibility to tailor permissions for specific user groups.
Start by selecting a predefined role (e.g., Member, Manager, or Admin) and then remove permissions that the user doesn't need.
Required Workflow permissions:
Document creation: Ensure the user has document-related permissions to create a document from a template within a workflow.
Form editing: The user must have permission to create and edit forms, as workflows often require form manipulation.
Important:
Users with a Creator license will be unable to create Forms. Change the user’s license type to 'Standard' to allow them to create forms within workflows.
Integration permissions: If the workflow pulls data from integrations (e.g., HubSpot), users need integration-related permissions.
Quote management: If users need to edit quotes within a workflow, grant them the relevant quote management permissions. Without these, the quote will be read-only, generated by predefined quote rules based on form or integration inputs.
For further assistance, please contact our Support team or refer to the articles on Account roles and Custom roles.