--- sourceDocument: Australia Build workflows sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/build-workflows Release : - australia ft:locale : - en-US ft:publication_title : - Australia Build workflows ft:clusterId : - crworkflow bundleId : - crworkflow workflow : - Creator --- # User access to Playbooks in Workflow Studio # User access to Playbooks in Workflow Studio {#ariaid-title1} * Release version: Australia * * Updated March 12, 2026 * * ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete. ## Summary of User Access to Playbooks in Workflow Studio Administrators can control user access to Playbooks in Workflow Studio by assigning specific user roles or delegated development permissions. This enables tailored access to resources based on user roles, facilitating efficient collaboration in workflow management. Show full answer Show less ## Key Features * **User Role Assignment:** Admins can assign the `pdauthor` role, which allows users to view activity definitions and create/edit playbooks. * **Role Descriptions:** * `playbook.admin:` Full management of playbooks and activity definitions. * `pdauthor:` Access to create and manage playbooks and view activity definitions. * `pdcontentauthor:` Permissions to manage activity and trigger definitions. * `pdoperator:` View process executions and logs. * `pdcancel:` Cancel running playbooks without full admin access. * `pdrestarter:` Restart active playbooks. * **Delegated Development:** Admins can create applications and assign users as developers with permissions to access features usually restricted to admins. * **Content Filtering:** Configure access to content based on user roles through content definitions and filtering rules. ## Key Outcomes By effectively managing user access through roles and permissions, administrators can ensure that the right individuals have the necessary tools and visibility to contribute to workflow processes. This enhances collaboration, security, and governance within the Workflow Studio environment. Administrators can grant users access to Playbook by assigning delegated development permissions or directly assigning a user role. Administrators can also specify which features and content a user can access based on user roles. ## Access by user role {#user-access-playbooks__section_u5t_v5w_cbc} Administrators can grant access to Playbook in Workflow Studio by directly assigning users the pd_author user role, which includes the role to view activity definitions. {#user-access-playbooks__section_u5t_v5w_cbc__entry__3} | Role | Description | Contains Roles | |-|-|-| | playbook.admin | Enables users to: * Create, update, and delete trigger definitions. * Launch Workflow Studio to create, activate, edit, and delete playbooks. * Create, edit, and delete activity definitions. * View the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. {#user-access-playbooks__ul_sxd_4lw_cbc} | * pd_author * pd_content_author * pd_trigger_author * pd_operator * pd_cancel {#user-access-playbooks__ul_jtv_nly_cbc} | | pd_author | Enables users to: * Launch Workflow Studio to create, activate, edit, and delete playbooks. * View all activity definitions. * View the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. {#user-access-playbooks__ul_vpt_qmw_cbc} | * pd_shared.user * playbook.write * playbook.activity_def_read | | pd_content_author | Enables users to: * Create, edit, and delete activity definitions. * Create, edit, and delete trigger definitions. * View the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. {#user-access-playbooks__ul_bgn_fqw_cbc} | * pd_trigger_author * pd_shared.user * playbook.activity_def_read | | pd_trigger_author | Enables users to create, update, and delete trigger definitions. | none | | pd_operator | Enables users to view process executions, activity executions, and execution logs only. | none | | pd_shared.user | Enables users to view the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. | none | | pd_shared.admin | Enables users to edit the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. | pd_shared.user | | pd_cancel | Enables users to cancel running playbooks without the playbook.admin role or write access to the parent record. For example if you want to grant an agent manager the ability to cancel playbooks, but not an agent. | none | | pd_restarter | Enables users to restart active playbooks. | none | | playbook.write | Enables users who have content filtering restrictions to: * Launch Workflow Studio to create, activate, edit, and delete playbooks. * View the Experience activity types (sys_pd_activity) and Experience activity properties (sys_pd_activity_type_prop) tables that are shared by Playbooks and Playbook Experience. {#user-access-playbooks__ul_zv4_1nw_cbc}To learn more about content access filtering, see [Content filtering for Playbook](https://servicenow-prod.fluidtopics.net/sWYxlsggbvQwCiqV~qd3TA "Specify which content a user can access based on the user's role."). | pd_shared.user | | playbook.designer_access | Enables users who have content filtering restrictions to launch Workflow Studio to view playbooks. To learn more about content access filtering, see [Content filtering for Playbook](https://servicenow-prod.fluidtopics.net/sWYxlsggbvQwCiqV~qd3TA "Specify which content a user can access based on the user's role."). | pd_shared.user | | playbook.activity_def_read | Enables users to view all activity definitions as long as there aren't [Required Roles](https://servicenow-prod.fluidtopics.net/sWYxlsggbvQwCiqV~qd3TA#content-filtering-playbooks__activity_def_req_roles). | none | [Table 1. Roles for Playbook in Workflow Studio] A visual representation of where roles are contained: * playbook.admin * pd_content_author * playbook.activity_def_read * pd_shared.user * pd_trigger_author {#user-access-playbooks__ul_qw4_wqy_cbc} * pd_operator * pd_cancel * pd_restarter * pd_author * playbook.write * playbook.designer_access * pd_shared.user * sn_workflow_studio.workflow_studio_read Note: This role allows users to launch Workflow Studio, and is not managed by playbook administrators. * sn_diagram_builder.db_read Note: This role allows users to view playbooks in the diagram view in Workflow Studio, and is not managed by playbook administrators. {#user-access-playbooks__ul_wmk_kry_cbc} * {#user-access-playbooks__ul_qmj_qzg_cgc} * playbook.activity_def_read {#user-access-playbooks__ul_gqv_jry_cbc} * pd_shared.admin * pd_shared.user * {#user-access-playbooks__ul_hkt_c5n_gbc} {#user-access-playbooks__ul_gvw_2ry_cbc} * delegated_developer {#user-access-playbooks__ul_tcz_tqy_cbc} ## Delegated development access Administrators can grant users access to Workflow Studio playbooks by creating an application and assigning users as developers with the playbook [delegated development](https://www.servicenow.com/docs/access?context=c_DelegatedDevelopment&version=australia&pubname=australia-application-development&ft:locale=en-US) permission. Delegated development allows administrators to control whether playbook authors can access features normally restricted to admin users. For more information, see [Developer permissions](https://www.servicenow.com/docs/access?context=developer-permissions&version=australia&pubname=australia-application-development&ft:locale=en-US). ## Role-based content filtering Specify the user roles necessary to access Workflow Studio playbook content. For example, activity definitions and process definitions. Manage content filtering by creating content definitions and content filtering rules. For more information, see [Content filtering for Playbook](https://servicenow-prod.fluidtopics.net/sWYxlsggbvQwCiqV~qd3TA "Specify which content a user can access based on the user's role."). ## Role-based activity definition access {#user-access-playbooks__section_zdp_4ww_cbc} Manage activity definition access by specifying the Required Roles to access an activity definition. Users who can view the playbook but who do not have the required role to access activities with this activity definition will have a read-only view of the playbook.
To learn more about activity definitions, see [Create an activity definition](https://servicenow-prod.fluidtopics.net/YKo~qF7plLOp9f6SFvnhRg "Specify the action or subflow you want an activity to run. Configure the inputs you want playbook designers to set when adding the activity to a playbook. Select the experience you want end users to have when the activity runs.") and [Activity definitions](https://servicenow-prod.fluidtopics.net/aEvbv54ObgcCjjhXabvx8w "Activity definitions describe how the activities in your playbook get the data that they need when your playbook runs."). Note: Both playbook.admin and pd_content_author roles can edit activity definitions, but only the playbook.admin role can edit the Required Roles field. * **[Content filtering for Playbook](https://servicenow-prod.fluidtopics.net/sWYxlsggbvQwCiqV~qd3TA)** Specify which content a user can access based on the user's role. * **[Configure content filtering definitions for Playbook](https://servicenow-prod.fluidtopics.net/3BfVW7zeK5RyRv4hTqavuQ)** Specify which content a user can access by creating content definitions. * **[Configure content filtering rules for Playbook](https://servicenow-prod.fluidtopics.net/Cy0PiDaLvcOSOtpAT~SvAg)** Use content filtering rules to specify the role a user must have to access content.