Workflows may be visible to Helios Users based on User Role, Document Type Access, Originator, Prior Approval, or Inbox status.
User Role
Access to approve workflows can be granted to an entire class of users based on their User Role (District Admin, HR Staff, Payroll Staff, Location Administrator, Location Staff). This is set in the Workflow Designer > Workflow Steps. Once established as an Approver, those users will be able to see that Workflow.
Checking user roles in the Approver Roles list above means that all users in any of those roles can approve that step of the workflow. So in that sense, it casts a wider net of users that can approve workflows. It is mostly recommended at the first step when you want all users to be able to submit workflows. The Approver Roles box above enables users to approve workflows.
Of course, users need to have access to the Workflows Dashboard and Workflow Details pages to even get to them. Also, users may have view only access to Workflows based on their role. For example, a location admin role will have access to view Workflows that have the location field enabled and have the same location as the location that the user has access to. District admin and HR roles have access to view all Workflows.
Document Type Access
Users can be restricted from seeing certain types of Workflows and also certain types of Forms. Note that Forms are a part of a Workflow so restricting a Form will prohibit a User from seeing that Form from within a Workflow but does not restrict them from seeing the Workflow itself. Using the Workflow types to allow or Workflow types to disallow list below, you can restrict users from having access to specific workflows.
Originator
Whoever submits the Workflow initially is the Originator. By default, the Originator will be able to view the Workflow that they kicked off even beyond the first step of the Workflow. An originator is the user who submits the workflow, and not necessarily who started it. Sometimes these may be different users.
Prior Approval
If a User has already approved the Workflow and it's moved on to subsequent steps, that User will still be able to see the Workflow in the Workflow Dashboard - All fields as Read Only.
Inbox Status
When a Workflow is assigned to a User for Approval / Rejection, it will show up in their Workflow Inbox (an email will also be sent). Once in a User's Inbox, that Workflow will be visible to that User even after it's been Approved / Rejected and onto another step. Workflows get routed to a user's inbox based on step approvers or approval criteria specified in the Approval Type dropdown or if a workflow is redirected to that user by the district admin.
Users can only save, approve or reject workflows when they are in a user's inbox. Otherwise, if they have access to a workflow, it will be read only.