Workflow Audience
There are two types of workflow users:
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Users who can create and view workflows
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Users who can run workflows
Users Who Can Create and View Workflows
NetSuite administrators and users with the Workflow permission assigned to their role can create and view workflows. Administrators can modify any workflow in the system, even if they are not the owners of a workflow. Users who are not an administrator, but who have the Workflow permission, can create and edit any workflows on records for which they have the full permission level assigned. To access, create, or modify a workflow, it is also necessary for users to have the feature related to the workflow base record enabled in their account.
Administrators can assign the Workflow permission to a role by going to Setup > Users/Roles > Manage Roles. See Customizing or Creating NetSuite Roles.
Administrators and users with the Workflow permission on their role can also perform the following tasks:
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View existing workflows. View existing workflows at Customization > Workflow > Workflows. See Viewing Existing Workflows.
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Perform workflow administration. Execute a saved search for workflows or workflow instances, cancel workflows, perform mass updates, and bundle workflows. See Workflow Administration.
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Specify the workflow audience. For more information, see Defining the Workflow Audience.
Users Who Can Run Workflows
Workflow instances run on records transparently to the user. Users create or update a record and do not know that by creating, viewing, or updating a record they are putting the record into a workflow.
Workflows run for any user depending on the following conditions:
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User has access to the base record. If your workflow requires that users have view, edit, and create permission levels for the base record, you should check that the roles of all intended users have the appropriate permission and access levels. Workflows do not run for users who do not have the required permission levels. See Workflow Base Record.
For example, most users do not have view or create access to Employee records. If you create a workflow to run on Employee records, this workflow does not run for users who do not have access to the Employee record type.
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User has access to any joined records. If your workflow sets a field on a record, based on the value of a field in a related record, users must also have at least the View permission level for the related record type. Otherwise, the workflow does not work as intended.
For example, a workflow that uses a Set Field Value action to set a value on a Purchase Order from a related Vendor or Employee record, then all users accessing the Purchase Order also need at least the View permission level for Vendor and Employee record types.
For more information about a possible workaround for issues with joined records, see Execute As Admin.
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Workflow is released. The release status of workflows can be set to Suspended, Not Initiating, Testing, or Released. For more information about the release status, see Release Status.