Groove: Bulk Manage Flow Permissions

Bulk Manage Flow Permissions consolidates the permissions into a single, unified “Bulk Manage Flows” permission, simplifies the UI through a single control, and clarifies the boundaries of each role's abilities.

Use Cases

• Admins managing flows across the entire organization and needing clear, consistent control over bulk actions.

• Team Leads overseeing their teams’ flows and performing bulk actions within their scope.

• Analysts requiring selective bulk management, typically outside full administrative rights.

• Standard Users needing the ability to manage their own flows but not flows belonging to others.

User Set Up Instructions

1. From Manage My Org > Flows and Actions Permissions, enable the consolidated “Bulk Manage Flows” permission.
2. Ensure users have appropriate underlying access, such as "View all flows and templates" and (where needed) "Edit all flows and templates," especially for actions like Change Owner.
3. Confirm that Team Leads also have the “Manage people across flows” permission for change owner scenarios.

User Flow

• User navigates to the Flows page.

• If they have “Bulk Manage Flows” permission, bulk action buttons (Archive, Move to Collection, Add Label, Delete) are visible.

For step instructions on Archive, Move to Collection, Add Label, Change Owner, and Delete, read the sections below. 

Archive Steps

1. Select one or more flows to archive.
2. On hover, a tooltip instructs: “You can only archive flows that you own or have direct edit permissions to.”
3. Clicking Archive opens a confirmation modal:

• • The system checks edit permissions for each selected flow at runtime.

  • If the user has sufficient permissions, archive proceeds for those flows.

  • Granular feedback is provided:
    
    

    • Success: “X flows archived.”

    • Partial or full error: “Y flows could not be archived (insufficient permissions).”

4. For actions initiated on numerous Flows, Groove displays a non-sticky toast: “Archiving X flows, this may take a few minutes to complete.”

Role-Specific Considerations

• Admins, Team Leads, Analysts: Archive any flow they have edit access to and can view (across org or teams as permitted).

• Standard Users: Can only archive flows they own or have edit rights to; do not have org-wide access.

Move to Collection

1. Users can select multiple Flows and a destination collection:

2. On hover, tooltip: “You need edit access to the collection and permission to create collections to move this flow.”

3. When users click Move, Groove checks both for edit access to the collection and permissions to create collections, for each flow.

• Successful moves: Flows are transferred.
• Partial permissions result in: “X flows moved to [Collection Name], Y could not be moved (insufficient permissions).”

4. Progress pop-ups appear for large operations; errors are immediate and specific.

Role-Specific Considerations

• Only flows and collections within the user's scope (org, team, or individual, based on role) are eligible.

• Standard Users may have limited collection access and rarely permission to move flows outside what they own.

Add Label

1. Select multiple Flows

2. On hover, tooltip: “You can only add labels to flows you own or have direct edit permissions to.”

3. Clicking Add Label (shown below) does this:
   
   

   • System evaluates edit access for each flow.

   • Labels are added where permissions allow.

   • Feedback includes: “X flows labeled, Y could not be labeled (insufficient permissions).”

4. For bulk actions, progress message pop-ups show operation status.

Role-Specific Considerations

• All roles can label flows they own or where direct edit access is granted.

• No one can label flows entirely outside their access.

Change Owner

1. The “Change Owner” bulk action button is only visible to Admins, Analysts, and Team Leads with the “Manage people across flows” permission. Standard Users do not see this button.

2. User selects one or more flows.

3. Tooltip on the button: “Only an Admin or a Team Lead (for their teams) can change the owner and must have edit access to the flow.”

4. User clicks the button and chooses a new owner:

   1. Admins/Analysts: Can select any user in the org.

   2. Team Leads: Can select users from their team only.

5. On confirmation, Groove checks:

1. 1. If the user has “Manage people across flows” permission (for Team Leads/Analysts)

   2. If the user has edit access for each flow

6. For Team Leads: Is the current owner in their team?

1. 1. If the user has both “View all flows and templates” and “Edit all flows and templates”

7. Progress is shown if many flows are processed: “Changing owner and transferring people to [Name].”

8. On completion:

1. 1. If successful: “[X] flows and people transferred to [new user name].”

   2. If some fail: “[Y] flows failed because the current owner is not on your team(s).” or “[Z] flows could not be transferred (insufficient permissions).

Delete

1. Select one or more Flows.

2. Tooltip: “You can only delete flows that you own or have direct edit permissions to.”

3. Clicking Delete does this:
   
   

   • Runtime permission check: edit access for each flow.

   • Success: “X flows deleted.”

   • Partial error: “Y flows could not be deleted (insufficient permissions).”

4. Pop-up status messages show for large batches (“Deleting X flows, this may take a few minutes…”).

Role-Specific Considerations

• Deletion scope limited to flows user can both see and edit per role (org/team/self).

• Standard Users cannot delete outside their owned/assigned flows.