Who is this article for?

Users who want to prevent specific workflows from being visible or manually launched by certain user groups.

No specific permissions are required.

Restricting View Security limits access to the workflow definition, but users may still see it if they're involved in workflow steps or triggers.

This article explains how the security settings work and how you can limit access to the workflow definition.

1. Issue

Workflow still visible to users even after restricting view security to General Admin.

Restricting the View Security in the workflow definition to General Admin only limits access to the definition of the workflow - not its visibility in the workflow list.

Users may still see the workflow if:

• They are assigned as a Responsible Party in any step of the workflow.
• The workflow is configured to launch automatically but still includes user groups in its steps.

2. Solution

To fully hide the workflow from users:

1. Remove the group or users from all Responsible Party fields in the workflow steps.
2. Ensure the workflow is only launched automatically by another workflow or system trigger.
3. Double-check that the workflow is not referenced in any linked workflows or notifications visible to the group.

This ensures the workflow remains hidden and cannot be manually started.