Can Overwrite Published Workflow Right

Can Overwrite Published Workflow right is introduced to prevent any changes to a published workflow that can intervene with any running instances of a workflow. This right can be assigned to the user’s security group to allow the user to make modifications to a published workflow. By default, this right is restricted to all the security groups including the Administrator. This is because when this right is assigned, the user can make changes to a published workflow and thereby intervene with any running instances of the workflow. This will have an effect on the new instances of the same workflow in the production environment. Hence, the user is recommended to create a minor version of the workflow, make the necessary modifications, and then publish it.

To be able to overwrite a published workflow, a user with Manage Security rights can enable this right either from Repository Settings or from the workflow specific Security Settings.

Behavior of a list item when Can Overwrite Published Workflow right is not assigned

1. Right-click the published workflow which needs to be edited. Since this workflow is published, the Design Workflow option is not available in the context menu.

2. If the user selects the Design Workflow option from the ribbon bar, the following message appears:
   You do not have rights to edit a published Workflow

To design this workflow, the Can Overwrite Published Workflow right needs to be assigned from the Repository Settings.

To assign ‘Can Overwrite Published Workflow’ right through Repository Settings

3. Point to admin, and then click Repository Settings. The Repository Settings page appears.

4. Click the Advanced Settings tab.

5. Click Manage Security Groups option. The Security Group screen displays all the security groups.

6. Select the required security group and click the Edit option on the ribbon bar, or right-click the group and select the Edit option from the context menu. The Modify a Security Group screen appears.

7. In the Modify a Security Group screen, scroll down to view the "Can Overwrite Published Workflow" under the Workflow List Rights.

8. Check the ‘Can Overwrite Published Workflow’ option.

9. Click Save to assign the right to the security group. The Synchronization screen appears. Users can synchronize the changes made to the security group to the below levels as well. For more information, go to the Synchronization topic.

10. Check the Yes radio button to synchronize changes for the lists displayed.

11. To avoid synchronizing the changes, do not select the Yes option.

12. Click Submit. The confirmation message about successfully modifying the security group appears.

13. Click OK.

    Now, the user can edit any published workflows either through the context menu or the ribbon bar.

Behavior of the list item after the ‘Can overwrite Published Workflow’ right is assigned

Go to the Workflow list screen from the Enterprise Console menu and right-click the workflow to see the Design Workflow option enabled in the context menu.
If the user selects this option, the process designer with the workflow design opens and the user can edit the design of the workflow.

Note: It is recommended to set this right to false in the production environment to avoid any modifications to the design of the workflow.

Advanced Options

To assign ‘Can Overwrite Published Workflow’ right at the List item level

Prerequisite: The security group customization should be enabled for this list item.

14. Right-click a published workflow and select Security Settings from the context menu.

15. Click the Advanced Settings tab in the settings screen.

16. Click Customize Security Group for this List Item option. The Security Group screen appears.

17. Select the required security group and click the Edit option on the ribbon bar, or right-click the group and select the Edit option form the context menu. The Modify a Security Group screen appears.

18. In this screen, scroll down to the Workflow List Rights and check both the boxes against the Can Overwrite Published Workflow option. The option under Value for the Right column should be checked for the current workflow. The option under the Follower-specific value for the Right should be checked for the child workflows.

19. Click Save to assign the right to the user. The next few steps are similar to the ones given under the Repository Level section.
    Once the right is assigned, the user can edit any published workflows either through the context menu or the ribbon bar.