Who can do what in Journeys
The Journeys permissions, what each one lets a person do, and how to give staff access to build, publish and run journeys.
Access to Journeys is controlled by the Journeys permissions of each staff type. This page lists what each permission allows, so you can decide who should build journeys, who should publish them and who should help patients who are on them. It is for administrators who manage staff access.
How access to Journeys is given
A person's Role (shown when you edit a user under SettingsClinic & Doctor SetupUsers) is their staff type. Each staff type has its own permissions, and everyone with that role gets them. A staff type also inherits every permission of the staff types it sits under.
To set the Journeys permissions of a staff type:
Open the permissions grid
AdministratorSettings > Platform Configuration > System Settings
Open the Organisation tab and go to the Permissions section.
Pick the staff type
Choose it in Staff type. The grid shows one row per Resource and one column per action.
Set the Journeys row
In the Journeys row, choose a level in the cell of each action you want to grant (Read, Create, Update, Delete, Configure, Publish, Override). Journeys belong to your whole organisation, so Organisation is the natural level. Leave a cell at — to withhold that action. The Assign and Work columns are not used by Journeys.
Save
Select Save permissions, or Reset to discard your changes.
Expected result: The new permissions apply to everyone with that role. A person who is signed in may need to reload the page to see the change.
See Roles and permissions for staff types, inheritance and the other resources in the grid.
What each permission allows
Permission | Lets the person | Where |
|---|---|---|
Read | See Journeys in the sidebar, the journeys list, journeys in the builder, their versions, entry rules, the Patients, Health and Insights tabs, and a patient's journey details. | Everywhere in Journeys |
Create | Create a journey with Create journey. Enrol patients with Enrol patients. Request a report with Request report on the Insights tab. | Journeys list, Health tab, Insights tab |
Update | Save the draft, and change a journey's Settings and Schedulers. Pause, resume or cancel a patient's journey (Pause, Resume, Cancel journey), and link two people's journeys with Link a journey. | Builder, Patients and Health tabs, patient profile |
Delete | Archive a journey. | Journeys list |
Publish | Publish the draft, and restore an earlier version into the draft. | Builder header and History |
Configure | Create, edit, switch on or off and delete entry rules (New rule). | Entry rules tab |
Override | Step in on a patient's journey: Move ahead, Skip, Retry and Change a value, and Merge journeys into another patient…. | Patients and Health tabs, patient profile |
Restoring a version needs Publish, not Update, because it replaces the draft that will be published next.
A sensible split
Give Read to staff who need to see what a journey will do for their patients. Give Create and Update to the people who design journeys, and keep Publish for the one or two people who sign off changes before they reach patients. Give Override only to senior staff who handle stuck journeys, because those actions change a patient's path.
Roles that receive journey tasks
Journey steps send tasks to staff roles: Engage tasks, Capture forms for staff, signing coordinator tasks and tasks from journey schedules. (Involve steps cannot raise tasks yet; see Involve node.) A role can only receive tasks if it has permissions. In the role pickers on these steps, a role without any permissions is shown with (no permissions yet): "A role with no permissions cannot get tasks. Set its permissions in System settings, Organisation." Publishing a journey that sends tasks to such a role is refused with "A step sends its task to a role that is not set up — choose a role from the list."
See Where tasks come from and how they are assigned.
If something is missing or an action fails
- You do not see the Journeys menu. Your role does not have the Read permission on Journeys.
- You do not see Create journey or the archive icon. Your role does not have the Create or Delete permission on Journeys.
- An action shows an error. Your role may not have the Journeys permission the action needs (see the table above). Ask an administrator to check your role's permissions.
- You see "Journey engine is not enabled for this tenant". Journeys are not switched on for your organisation. Contact your implementation team.
Related pages
- Roles and permissions
- Journeys overview and concepts
- Creating and managing journeys
- Running journeys: the Patients tab and actions
Last updated on
Versions, drafts and simulate
How drafts and published versions relate, how to view and restore an earlier version, and how to dry-run a journey with Simulate.
Entry rules and enrolling patients
Put patients on a journey automatically with entry rules, or enrol them by hand from Health, an entry rule or the patient profile.