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Execution Security Text

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In the previous step, you looked at real-time workflows, which are used when a business process requires someone to immediately see the results of the process or if you want the ability to cancel an operation. Next you are going to learn how to execute security text.

Scope

Scope is one of the key options available for workflows. Careful selection of scope adds flexibility to how and when the workflows are triggered.

For Organisation-owned entities the only option is Organisation. For user-owned entities, options are Organisation, Parent: Child Business Units, Business Unit, or User.

Screenshot showing options for automatic processes

If scope is Organisation, then the workflow logic can be triggered by any record in the organisation. Otherwise, the workflow can only be triggered by a subset of records that fall within the scope. This subset of records is defined by the owner of the workflow. When editing workflow properties, the owner information is available on the Administration tab.

Screenshot of example of workflow being triggered

Scope Description
User The workflow will be triggered only for the records owned by the workflow owner. Record sharing and team record ownerships do not affect the scope, i.e. the workflow will not run for the records owned by the owner teams user is a member of.
Business Unit The workflow will be triggered only for the records that are owned by the users or owner teams within the same business unit as the workflow owner.
Parent: Child Business Units: The workflow will be triggered only for the records that are owned by the users or owner teams within the same business unit as the workflow owner or in any of the business units subordinate to the user’s business unit.

Careful selection of scope adds flexibility for how and when the workflows are run.

  • Given sufficient privileges, users can automate their own interactions with the app by creating workflows and selecting User scope for the workflow
  • Workflows can target a group of users the functionality applies to. For example, you may want to apply Emergency Case Escalation process only if the owner of the case is within an Emergency Response business unit

The default scope value is User. For workflows deployed with solutions that you intend to work on all records modified, you would want the scope to configured to Organisation and the connection’s user to have organisation-level read access to work properly. Make sure you verify that the scope value is appropriate before you activate the workflow.

Security Context

Background Workflows

When a background workflow starts based on an event the workflow operates in the context of the person who owns it, usually the person who created the workflow or imported the solution containing the workflow.

When a background workflow is configured as an on-demand process and is started by a user using the Run Workflow command, any action performed by the workflow is executed in the context of that user. The actions that the workflow can perform are limited to those the user could perform based on the privileges and access levels defined by the security role(s) set for their user account.

Real-Time Workflows

For real-time workflows you have the Execute As option and you can choose whether the workflow should apply the security context of the owner of the workflow or the user who made changes to the record.

Screenshot showing options for automatic process

If your workflow includes actions that all users would not be able to perform based on security constraints, you can choose to have the workflow run as the owner of the workflow.

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