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How to Manage Workflow Permissions in PandaDoc

Managing workflow permissions ensures that the right users have the necessary access to view, run, and edit workflows in PandaDoc CPQ. This guide explains the different permission levels available and how to configure them to fit your organization’s needs.

Prerequisites​

  • Available on Enterprise Plans with the PandaDoc CPQ add-on.
  • Ensure users have the correct license type to access workflow features.

Understanding Workflow Roles and Permissions​

Members​

Members are end-users such as sales representatives or customer success managers.

Permissions:​

  • View Templates: Can access workflow templates assigned to them.
  • Run Workflows: Can start workflows from published workflow templates.
  • View & Edit Own Workflow Runs: Can edit their own workflow steps but cannot access workflows initiated by others.

Managers​

Managers have broader access and are typically team leads or supervisors.

Permissions:​

  • View & Manage Templates: Can view, edit, and delete workflow templates.
  • View All Workflow Runs: Can monitor workflow progress across the team.
  • Edit Own Workflow Runs: Can edit their own workflow runs but not those started by others.
  • View Workflow Progress: Can see which step any workflow is in but cannot override other users’ steps.

Admins​

Admins have full control over workflows.

Permissions:​

  • Full Template Control: Can create, edit, delete, and remove any workflow template.
  • Run Workflows: Can start workflows from any published template.
  • Edit All Workflow Runs: Can edit any user's workflow runs.

Custom Roles​

For organizations needing more control, custom roles allow for tailored permissions.

How to Configure a Custom Role:​

  1. Start with a predefined role (Member, Manager, or Admin).
  2. Modify permissions based on business needs:
    • Document Creation: Allow users to create documents from workflow templates.
    • Form Editing: Grant access to create and edit forms within workflows.
    • Integration Access: Required for users working with HubSpot or Salesforce integrations.
    • Quote Management: Enables users to modify quotes inside workflows.

Managing Permissions for Key Workflow Features​

Forms​

Users must have form permissions to create and edit workflow forms.

Forms

Documents​

Workflow participants need document creation permissions to generate documents.

Documents

Integrations​

Users working with CRM integrations need integration access.

Integrations

Quotes​

Users must have quote management permissions to configure or edit quotes.

Quotes

Best Practices for Workflow Permissions​

  • Assign Members to end-users who only need to run workflows.
  • Use Managers for team leads who need visibility into all workflows.
  • Assign Admins only to those responsible for workflow setup and maintenance.
  • Leverage custom roles to fine-tune access for unique business needs.

By correctly managing workflow permissions, you ensure that only the right users can view, edit, and execute workflows, keeping your CPQ process secure and efficient.