Automation permissions and access
What you can do in Automation depends on two things: whether you have access to the Automation module, and your workspace role. This page explains who can view, create and run automations.
Access to the Automation module
The Automation area only appears for people who have access to the Automation module. Workspace admins can turn module access on or off for each member. See Module access control.
What each role can do
The table shows the default workspace roles.
Task | Viewer | Member | Admin | Owner |
|---|---|---|---|---|
View flows and their details | ✓ | ✓ | ✓ | ✓ |
Run a scheduled flow now | ✓ | ✓ | ✓ | |
Create, edit, pause and delete flows | ✓ | ✓ | ||
Install flow templates | ✓ | ✓ | ||
Change built-in automations in Settings → Automations | ✓ | ✓ | ||
View Activity and the Triggers catalog | ✓ | ✓ |
If you can't do something, the button is hidden or disabled. For example, without permission to change flows you won't see New flow, and Create flow shows You do not have permission to save flows.
If you open Activity without the required permission, you'll see Automation activity unavailable. Ask a workspace admin for access.
Which agents a flow can use
When you choose an agent under Using, Helpin only lists agents you can see. Some agents appear but can't be selected. Hover over one to see why:
Message | What it means |
|---|---|
Works on … | The agent isn't set up to work on the kind of item you chose under On |
Limited to another team | The agent belongs to a team, and the target item belongs to a different team |
Needs a team-specific target | The agent belongs to a team, so it must work on a task or epic from that team |
To fix this, choose a different agent or target, or change the agent's settings. See Agent ownership & team access.
Semantic conditions
Semantic conditions are optional, AI-checked filters for flows. They must be enabled for your workspace by an administrator. If they aren't available, the Semantic condition field explains why. See Flow filters and conditions.
Permissions still apply when a flow runs
A flow can only start an agent on items the agent is allowed to work on, and each run follows that agent's approval settings. Creating a flow doesn't give the agent new tools or wider access.
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