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There are two types of readers (people who can see a process instance):

General Readers > The users and or/roles to whom you give this permission will be able to view related process instances at any stage (even finalized instances).

Readers when completed > The users and/or roles to whom you give this permission will be able to view finalized process instances.

The users that have the Administrator role will have access to all process instances at any stage (both ongoing and finalized instances).

To define the readers for a process you need to enter the ‘Process Settings’ tab while editing the process.



Administrators will be Readers when completed by default, which means that those users to whom you give this permission will have access to all process instances.

On the other hand, there are no global readers by default (even though Administrators will have access to all process instances at any stage).

You can also define readers for a specific task. To do that, first you need to open the User Task in the workflow, then click on the three horizontal lines that show the remaining tabs and click on ‘Readers’. There you will be able to define specific users or roles that will have reading permission over the documents of that process in that particular task.



When opening a document, the users or roles that have reading permission over the process instances, will see the fields that are shown in that task (Required, Editable or Read only) in Read only mode.

Important: Keep in mind that readers will be calculated each time a document changes from one task to another.

Example: You have the document PURCH-1 in the task Review Purchase, and the reader is only the Sales role. Then, if you add the Management role as a reader, the users under this role will not be able to see the Review Purchase task, until the flow goes to the next task, e.g. Approve Purchase.
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