I was recently asked about why the LOV for Workflow owner wasn’t “working” for a user:
…Everything is working fine except the fact that when I go to the notifications Page from the WF Admin responsibility, I can only search for my own Workflows. I can enter the Item Type and the internal name, but the field Workflow Owned By is not a LOV. The field is appearing as a hard-coded value of my user name, so I cannot see any processes launched by anyone else.
The answer is that the ability to view processes which are owned by another user is restricted to either the user who has been set as the Workflow administrator, or if the administrator is set to a responsibility the user has been granted that responsibility.
In this case, the user was telling me that they had been granted the “WF Admin responsibility”, but that isn’t necessarily the same as being a Workflow administrator. For example, the Workflow administrator might have been set to be an individual user (in standalone Workflow this was always set as SYSADMIN as standard).
If you have been granted the standard Workflow Administrator responsibility, you will be able to navigate the administration pages, although you won’t be able to modify any of those settings. So, navigate to the Admin tab, which will show you who is the current administrator or which responsibility has been set:
In the above image, the user has used the Workflow Administrator responsibility to navigate to the administration tab, but cannot make any changes because they do not have the responsibility to perform any admin tasks. If I grant the “Workflow Administrator Web (New)” responsibility to the user and refresh the page, I can now make changes because I now have the right access:
Once the user has been given the right responsibility, when they search for any Workflow processes, the previously hard-coded owner field is now an LOV.