Overview
Record Access Automation(RAA) streamlines and secures Record-level access management in Risk Cloud by automating how User Groups are assigned to records. By mapping the values of a Select field to specific User Groups, access can be dynamically granted based on user input—eliminating the need for manual selection. This automation reduces user error, ensures consistent access controls, and simplifies the record submission process for end users, all while giving builders fine-grained control over when and how access is applied.
To get started with Record Access Automation, it must first be enabled in the Workflow Access Settings. The guide below outlines how to get started.
Please note: global fields are not currently supported.
How to Configure
To configure Record Access Automation, start by navigating to the Workflow Access Settings. To automate Record Access Automation, Restrict Access with User Groups must first be enabled for the Workflow. Enabling this option will also automatically enable Require User Groups. We recommend keeping this setting enabled to maintain consistent access control across all Records.
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Once User Groups are enabled, a new option labeled Automate User Group Access will appear just below. Select this checkbox to activate Record Access Automation for the Workflow.
After enabling the feature, you will be prompted to choose a Select field from your Workflow to drive the automation. Please note that only Select fields are supported at this time.
Once a field is selected, you can map each of its values to a corresponding User Group. In the example below, each Risk Type was mapped to the corresponding team, so Financial Risk was mapped to "Finance":
When all mappings are complete, click Save to retain your changes.
User Group Automation on Records
After Record Access Automation is configured and mapped, it will now dynamically manage User Group access based on the field selections made during record submission, ensuring consistent and automated access control without added effort from end users.
For example when "Financial" is the value chosen for Risk Type, the Finance User Group is added automatically to the Record:
If a new value is selected on the Record, the previous User Group will automatically be replaced with the User Group mapped to the newly selected value:
FAQs
Can I automate more than one field or use other field types for access automation?
No, Record Access Automation currently supports automation through a single Select field per Workflow. Other field types are not supported at this time.
What happens if a user selects a field value that isn’t mapped to a User Group?
If a field value has no mapping to a User Group, no access changes will be made when that value is selected. Access to the Record will remain unchanged.
What if I delete a value-to-User Group mapping?
If a mapping is removed, any User Group that was previously added to a Record via that mapping will also be removed from the Record.
What happens if I disable Record Access Automation after it’s been configured?
Disabling RAA in the Workflow Access Settings will remove all User Groups that were added to Records via RAA. Manually added User Groups will remain intact.
Does RAA affect User Groups added manually to a record?
No. RAA does not alter or remove any User Groups that were manually added to a Record. These groups are independent of automation logic.
Can users manually remove User Groups that were added by RAA?
No. User Groups added via Record Access Automation cannot be manually removed from the Record by users. They can only be modified by updating or removing the field value or the mapping.
How can I tell which User Groups were added manually vs. automatically?
In the record view, User Groups added by RAA will have help text underneath stating that the User Group was granted access through the Select field. If both manually added and RAA User Groups are present on a Record, the manually added User Groups will also be listed after the User Groups added by Record Access Automation.
Will RAA apply to existing records in the Workflow?
Yes. Once RAA is configured, it will evaluate all existing records in the Workflow and add the appropriate User Groups based on the current field values and mappings.
What happens if I update or break a mapping after RAA has been configured?
Any changes or removals to the field-to-User Group mapping will be applied across all Records in the Workflow. Records will be updated to reflect the latest mapping configuration.
How does RAA interact with default User Groups at the record level?
Records that already have default User Groups assigned will retain them. RAA will add any additional User Groups as configured, without removing existing defaults.
Where can I see the changes to Record Access Automation mappings?
All Record Access Automation mapping changes and updates will appear in the Builder Activity Log (BAL), helping you track when and how User Group assignments were made.
Record Access Automation Limitations
- Using User fields to Automate User Access on a Record
- Use Multi-Select fields for Record Access Automation
- Use multiple fields for Record Access Automation