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Create a role of your own and give it

6 steps± 4 minVideoVerified 22 Oct 2026
  1. Step 1 · Open your development environment
  2. Step 2 · Open Members & roles
  3. Step 3 · Create a role of your own
  4. Step 4 · Adjust the role later
  5. Step 5 · Give a colleague the role
  6. Step 6 · See where the role comes from

A role is a bundle of permissions: what someone may see and do in this environment. Flow has fixed roles, such as Developer and Reviewer; which fixed role someone has follows from their role in the portal. If none of them fits, you create a role of your own with exactly the permissions needed — and no more — and give it to a colleague. The server checks those permissions on every request.

Watch the whole guide as a video6 steps in one film
Step 1 / 6

Open your development environment

In the portal, under Environments, click Development, and there Open. Flow opens in a new tab and you are signed in straight away.

  1. Click Development
Open your development environment · Click Development
  1. Click Open ↗
Open your development environment · Click Open ↗
Step 2 / 6

Open Members & roles

Click Administration in the bar on the left and choose Members & roles. At the top are the members of this environment, each with the role the portal gives. Below are the roles, each with a short description and the number of permissions.

  1. Click Administration
Open Members & roles · Click Administration
  1. Click Members & roles
Open Members & roles · Click Members & roles
Open Members & roles · The fixed role Reviewer, marked as system: you cannot change it.
Step 3 / 6

Create a role of your own

Click ＋ Custom role. Give the role a name and a description that says who it is for. Then tick only the permissions these people really need: here view workflows, view runs and run workflows.

  1. Click ＋ Custom role
Create a role of your own · Click ＋ Custom role
  1. In Name, type Workshop planner
  2. In Description, type Views workflows and runs, and starts them
Create a role of your own · In Name, type Workshop planner; In Description, type Views workflows and runs, and starts them
  1. Click workflow:read
Create a role of your own · Click workflow:read
  1. Click run:read
Create a role of your own · Click run:read
  1. Click workflow:run
Create a role of your own · Click workflow:run
  1. Click Save role
Create a role of your own · Click Save role
Create a role of your own · The new role in the list, with 3 permissions.
Step 4 / 6

Adjust the role later

You can always edit a role of your own. If the planners must also handle reviews in the inbox, you tick that permission as well and save the role again.

  1. Click Edit
Adjust the role later · Click Edit
  1. Click review:decide
Adjust the role later · Click review:decide
  1. Click Save role
Adjust the role later · Click Save role
Adjust the role later · The role now has 4 permissions.
Step 5 / 6

Give a colleague the role

Under Members, choose the role of your own for a member. Pete Johnson works as Business in the portal and is therefore an Employee here: the home, no studio. With the role on top, he may do exactly what the role says: view workflows and runs, start workflows and review, and nothing more. Only owners and admins give a role of your own, and the audit log records who did.

  1. In Role of Pete Johnson, choose ＋ Workshop planner
Give a colleague the role · In Role of Pete Johnson, choose ＋ Workshop planner
Give a colleague the role · Pete Johnson: Employee from the portal, with the role of your own Workshop planner on top.
Step 6 / 6

See where the role comes from

Under Administration → People, each person shows how they got every role. Next to the role of your own it says: given in Flow. So you always see where a right comes from.

  1. Click People
See where the role comes from · Click People
See where the role comes from · Pete Johnson: Employee directly, and Workshop planner given in Flow.

This guide was carried out step by step on 22 Oct 2026 by an automated test on Flow (version 3e563176).