The user's permissions
A workflow acts on behalf of a person and inherits their permissions. What that person cannot open will not appear in an answer either.
Management, permissions and quality for builders
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Gen8
Source: Management, permissions and quality for builders
Managed AI service for SMEs. We set up, connect and manage; you stay in control.
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Builders · management and quality
What you build must still be right tomorrow
A workflow that works today only becomes reliable when permissions, control and management are properly arranged. You handle that, and we review it with you.
- Permissions remain decisive
- A log of every step
- Review before production
Control levels
Three levels, chosen for each action
You choose the control level for each action rather than each project. Reading can usually happen automatically; writing to a system in a way that affects a customer requires a person.
| Level | What the workflow does | Where people are involved | When to choose this |
|---|---|---|---|
| Read only | Retrieves, summarises, flags | Reads the result | Reporting, knowledge questions, monitoring |
| Human approval | Makes a proposal with a visible change | Approves, edits or rejects | Email, CRM changes, documents, anything with consequences |
| Automatic with logging | Executes and records | Checks afterwards through the log | Small, reversible actions within one system |
Security is not a layer you add afterwards. It is built into what the workflow may see, what it may do itself and whether you can reconstruct what happened afterwards.
During review, we go through these four points together. How that review works is explained under guidance.
An agent allowed to do everything is not an agent but a risk. Its boundaries are its design.
That is why you choose a control level for each action rather than each project, and deliberately keep approval in place longer for a new integration.
Who is responsible if a workflow makes a wrong proposal?
The person who approves it. That is why approval is visibly built in and every proposal is logged with a source reference.
Can a colleague use a workflow to access documents they are not allowed to see?
No. The workflow inherits the permissions of the user it acts for. If permissions in the source system are too broad, a workflow does not fix that; it is a finding for your administrator.
What happens if I stop?
Access is revoked and you keep what belongs to you: your data, documents and process description. Record that before going into production.