How To Restrict Access To Workflow Models For A User Or Group

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In AEM 6.4, When a user is on a page, they can start a Workflow by going to Page Properties and selecting Start Workflow. Next a pop up is displayed which list the available workflows the user can start as shown below.

I would like to hide certain workflows in this list from certain users/groups. For instance, I want to show only the Download Asset and Project Approval Workflow for a group. Everything else should be hidden.

In the following article, How to hide workflow models in the start workflow list?

It states that I should be able to add the workflow:system tag to a workflow model to hide it. However, adding that tag did not work.

What is the recommended way of restricting the list of workflow models that appear when a user selects start workflow?

Gaurav-BehlAccepted solution

Level 10

I've verified that this link How to hide workflow models in the start workflow list? still works for 6.4

1) Open workflow properties in Touch UI

2) Add the tag 'workflow:system' and remove other tags, if any.

3) Save the changes and close the properties dialog

4) Click on Sync button to propagate the changes to corresponding workflow model definition under /var/workflow/models/<name>/metaData node.

5) Validate that you can see "tags" property as "system" on the metaData node

6) That specific model with "system" tag would stop appearing in the dropdown on your content page.

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Gaurav-Behl

Level 10

"Adding the system tag hides the workflow model for all users." -- this is correct

"Is there a way to only hide the workflow models for certain groups or a user?" -- Never tried that but, in theory, you could remove the read access to /var/workflow/models/<wf_name> and corresponding model paths in /conf or /lib for that specific user/group and it should stop populating in the drop-down. This should work.

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