How to Manage Workflows Across Your Organization

This guide explains how to manage workflows in Hire2Retire using environment-specific segregation across your organization.

Before exploring different approaches, please keep the following key points in mind:

• Permissions and Access

  1. When a user is assigned an Admin, Editor, Reviewer, or Viewer role through permission sets, the assigned permissions apply across all company accounts. User can impersonate company accounts and access workflows according to their assigned permissions.
  2. Every user is the Owner of their personal account by default, meaning they retain full control over workflows created in that account.

• Workflow Creation Access

  1. Only specific accounts with permission to create a workflow can create a new workflow.
  2. If you sign up using a company email, you won’t be able to create workflows unless access is granted to your account. To request access, please contact support@robomq.io.

Approaches

Approach 1 (Recommended): Using RoboMQ Environment Tags

In this approach, organizations can use Hire2Retire Environment Tags within a single company/service account.

1. You can maintain a single company or service account while still allowing multiple individual user accounts to log in and manage workflows as needed. The recommended approach is to use a service account.
   For example, a company named Infinity Corporation uses a service account such as svc_robomq@infinity.com, while individual users could have accounts like john.smith@infinity.com and jamie.jackson@infinity.com.
2. Workflows can be tagged as Test, UAT, or Production, under company account for easy management.
3. A workflow can be promoted from UAT to Production by updating its Environment Tag, or by cloning it within the same account and assigning the appropriate tag.

This approach minimizes duplication and simplifies management of all workflows under one account.

Approach 2: Managing Workflows Across Multiple Accounts

Another approach is to maintain separate accounts for different environments such as Production, UAT, and Test.

1. Each account can be designated for a specific environment, allowing you to create and run workflows that are environment specific. For example, a company named Infinity Corporation uses different environment accounts like svc_robomq_test@infinity.com, svc_robomq_uat@infinity.com and svc_robomq_prod@infinity.com for test, UAT and production workflows.
2. Individual or personal accounts can be used for initial workflow development.
3. Once a workflow is successfully tested in UAT, you can export or share its workflow recipe and import it into the Production account for deployment.
4. Connections cannot be shared across accounts due to security and compliance standards. When migrating workflows, all connections must be reconfigured in the target account.