#operations #workflows #roles
Introduction
If you cannot assign an author to a workflow task, it is usually due to the restricted permissions of this role. The Author role is intentionally limited to ensure controlled access to relevant content.
Explanation of the Cause
Users with the Author role can:
only see content assigned to them
only work on that specific content
This means:
An author can only be assigned to a workflow task once they have access to the corresponding content.
Solution: Assign the Author Correctly
To assign an author to a workflow task, they must first be linked to the content.
Option 1: Assign as Author
The user is set as the author of the content
They receive full access to the content
Option 2: Add as Subscriber
The user is added as a subscriber to the content
They gain access and can participate in workflows
👉 After this, assigning them to workflow tasks works without issues.
Special Case: Workflow Templates
If an author is already predefined in the workflow:
They are automatically added as a subscriber
when a new content item is created
👉 This removes the need for manual assignment afterward.
Best Practices
Assign authors to content early (as author or subscriber)
Use subscribers for flexible collaboration without primary ownership
Keep roles restrictive by default and expand if needed
If assignment fails, always check content access permissions first
Conclusion
The restrictions of the Author role ensure clear responsibilities and security. Once an author has access to the content, they can easily be assigned to workflow tasks.