restrict agentic workflow

El Cuchi
Tera Guru

‎09-23-2026 11:49 PM

hi There,

 

i created an agentic workflow and the trigger is a ui action created through the WF wizard.

the ui action is visible in the incident form.

Now i want to visible to a specific role (group of people).

 

i tried using the "user access" section in the wizard but i can not select my custom role. Also, the ui action automatically created is read only.

 

how do i do this?

regards,

max

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El Cuchi
Tera Guru
In response to yashkamde

‎09-28-2026 08:03 PM

Hi Yashkamde

thanks for your response.

your instructions are correct and the same as my description. however, the issue is that i cannot select the role i created.

 

regards,

 

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sanjaygupta
Tera Guru

Friday

The wizard-created UI action is managed by the agentic workflow, which is why it opens read-only. Who can see and use the workflow is controlled by the workflow’s access rules, not by editing the UI action itself.


Under Define security controls, the user access step creates an access control list (ACL) that decides who can discover or invoke the workflow. Choose Users with specified roles and pick your role there. Separately, the Select channels and access step lets you set conditions for the UI action to appear on the table, for example the record state. The documentation describes these as conditions on the record, not role checks, so use the ACL for the role restriction.


If your custom role does not appear in the list, try the following:

  • Open All > AI Agent Studio, open your workflow and return to the Define security controls step, because the documentation says you can change the user access options there at any time.
  • Check that the role exists and is active in User Administration > Roles, and that your own account has the sn_aia.admin role the setup requires.
  • If it still isn’t listed, the documentation says that with the correct elevated role you can edit the ACL the wizard created directly on the ACL table. Add your role to that ACL, using elevated access, and keep the change in an update set.
  • Test as a user with the role and one without it. Use the Testing playground, which the setup suggests for testing user access.

Role restrictions here only decide who can invoke the workflow. What the workflow can do once running depends on its user identity and, for dynamic users, role masking, so check those settings separately. Do the changes in a sub-production instance first.

Sources:

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