> For the complete documentation index, see [llms.txt](https://docs.in8sync.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.in8sync.com/client-admin-guide/workflow-builder-overview/assigning-workflows.md).

# Assigning Workflows

Link a workflow to a role on the Settings tab, then assign that role to users in User Management. Two steps, one outcome.

The chain `User → Role → Workflow` runs through two screens: the **Settings tab** of a workflow (links it to a role) and **User Management** (assigns that role to a user).

## When you'd use this

* Linking a freshly built workflow to its role for the first time.
* Switching a role from one workflow to another.
* Granting a user access for the first time after a workflow is published.
* Changing a user's role to give them a different portal experience.

## How the chain works

```
User  →  Role  →  Workflow
```

You configure the **Role → Workflow** link inside the workflow itself. You configure the **User → Role** link in User Management. Once both are set, the user logs in and sees the right portal.

{% hint style="info" %}
Roles are configured by your **NetSuite Admin** in NetSuite. The Client Admin doesn't create roles — it just *picks* the right one when configuring a workflow or provisioning a user.
{% endhint %}

## Part 1 — Link a workflow to a role

Done on the workflow's **Settings** tab.

{% stepper %}
{% step %}

### Open the workflow

Click **Workflow Builder** in the sidebar. Find the workflow, click its row to open the editor. You'll see two tabs at the top: **Workflow** and **Settings**.

The page title reads *{Entity Type} – {Role} – {Label}* — for example, *Employee – Cashier – Default*.
{% endstep %}

{% step %}

### Switch to the Settings tab

The Settings tab is grouped into sections (Workflow Information, Active, PIN Settings, Session Variables).
{% endstep %}

{% step %}

### Set the Role and other workflow-level fields

Workflow Information section:

| Field                                | What it does                                                                                         |
| ------------------------------------ | ---------------------------------------------------------------------------------------------------- |
| **Label**                            | Display name shown in the Workflows list.                                                            |
| **Role**                             | The BRM role this workflow is attached to. Filtered by entity type.                                  |
| **Use label as prefix in title bar** | When ticked, the label appears as a prefix in the browser title.                                     |
| **Catalog**                          | Default catalog this workflow uses for product browsing.                                             |
| **Default Price Level**              | Applied when no customer-specific price level is found. Defaults to *None (use existing hierarchy)*. |

Active section:

| Field                | What it does                                                |
| -------------------- | ----------------------------------------------------------- |
| **Active**           | Toggle off to disable the workflow without unpublishing it. |
| **Disabled Message** | Custom text shown to users when Active is off.              |

PIN Settings section: see [PIN Override](/client-admin-guide/workflow-builder-overview/pin-override.md).

Session Variables section: see [Session Variables](/client-admin-guide/workflow-builder-overview/module-variables.md).
{% endstep %}

{% step %}

### Save

Click **Save All Settings & Variables** at the bottom of the Settings tab.
{% endstep %}
{% endstepper %}

{% hint style="warning" %}
Changing the **Role** on a workflow that's currently Published triggers a confirmation dialog: *Role Changed — Mark as Draft. You have changed the role for this workflow. Saving these changes will mark this workflow as a draft…* This is by design — a role swap on a live workflow could surprise users, so the system forces you to re-publish deliberately.
{% endhint %}

## Part 2 — Assign the role to a user

Done in **User Management**.

### For a new user

1. Open **User Management** in the sidebar.
2. Click **Give User Access** in the top-right.
3. Pick the entity type, search for the NetSuite entity, select them.
4. In the **Select Role** dropdown, pick the role linked to your workflow.
5. (Set a password if the entity type requires it.)
6. Click **Give Access**.

For the full Give Access walkthrough see [Give User Access](/client-admin-guide/managing-users/give-user-access.md).

### For an existing user

1. Open **User Management**.
2. Find the user in the table — search by name, email, or company.
3. Click the **…** menu on their row → **Edit**.
4. Change the **Role** field.
5. Click **Save changes**.

The user sees the new portal on their next login.

## Where each piece lives

| Sidebar area         | What you do there                                            |
| -------------------- | ------------------------------------------------------------ |
| **Workflow Builder** | Link a workflow to a role (Settings tab on the workflow).    |
| **User Management**  | Assign a role to a user; provision new users; revoke access. |
| **Active Workflows** | See which workflows are currently Published (read-only).     |

## Verifying current links

To check which role a workflow is on:

1. **Workflow Builder** → find the workflow row → the **Role** column shows the role.
2. Or open the workflow → **Settings** tab → the **Role** field is the source of truth.

To check a user's role:

1. **User Management** → find the user → **Role** column.

## Common issues

| If you see…                        | Try…                                                                                 |
| ---------------------------------- | ------------------------------------------------------------------------------------ |
| User sees the wrong portal         | Wrong role on the user. Edit the user in User Management and update the Role.        |
| User sees an empty portal          | No Published workflow exists for the role. Publish a workflow on the Workflows page. |
| User can't log in                  | Access wasn't provisioned. Run **Give User Access**.                                 |
| User sees an old version of a page | Browser cache. Have them refresh (Ctrl/Cmd+Shift+R).                                 |
| Role I want isn't in the dropdown  | The role doesn't exist on this subsidiary. Ask your NetSuite Admin to create it.     |

## Best practices

* **One workflow per role.** Don't try to handle two role variants in one workflow with conditional logic — make two roles and two workflows.
* **Name role and workflow consistently.** *Cashier* role → *Cashier* workflow → obvious mapping.
* **Test before swapping.** Always verify with a test user before changing live role assignments.
* **Communicate changes.** When you swap workflows for a role, give the affected users a heads-up.
* **Quarterly review.** Walk through each role-to-workflow mapping once a quarter and prune what's stale.

## Related

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Give User Access</strong></td><td>Provision a new user with a role.</td><td><a href="/client-admin-guide/managing-users/give-user-access.md">Give User Access</a></td></tr><tr><td><strong>Roles &#x26; Permissions</strong></td><td>How roles are managed on the subsidiary.</td><td><a href="/client-admin-guide/managing-users/roles-and-permissions.md">Roles &amp; Permissions</a></td></tr><tr><td><strong>Publishing Workflows</strong></td><td>Move a workflow from Draft to Published once the role is set.</td><td><a href="/client-admin-guide/workflow-builder-overview.md">Workflows</a></td></tr></tbody></table>