Idea flow settings

You can edit the settings of an idea flow by accessing any idea flow and selecting the pencil icon next to it. You can also access the Settings option from the Actions menu, in the right side of the page. In the dialog box that appears you can edit the following basic information:

• Idea flow title (mandatory)
• Description
• Permissions
• Advanced

In the Idea flow title, you can set the title that appears in the Idea type field selection drop-down list, in the Submit idea page. This is a mandatory field with a limit of 150 characters, accepts letters and numbers, and any foreign language characters available for Automation Hub.

Note: The flow title names that are integrated with 3rd party services (Process Mining, Task Mining, etc.) aren't editable.

The Description section supports a rich text field, has a limit of 750 characters, accepts letters and numbers, and any foreign language characters. You can set a descriptive text about the entire idea flow.

In the Permissions area, you can set the specific roles for the following permissions:

• Who can submit ideas in the flow (mandatory to have at least one role selected).
• Who can edit ideas in the flow (mandatory to have at least one role selected).
• Who can forcibly update any idea's status to any other phase and status.
• Who can delete ideas in this flow (mandatory to have at least one role selected).
• Who can change the assessment version in the automation profile.

In the table below, you can find the old role permissions that are being replaced by the new permissions found in Idea flow customization. This helps you assign permissions differently for every idea flow, instead of the same set of permissions for a specific role available for all idea flows.

The new permission names available in Idea flow customization setting	Old role permissions found in Roles page
Who can submit ideas in the flow	Submit an employee-driven idea / Submit a CoE-driven idea / Submit a change request / Share an automation
Who can edit ideas in the flow	Edit all details of any Idea
Who can forcibly update any idea's status to any other phase and status	Update the Phase and Status of any idea
Who can delete ideas in this flow (mandatory)	Delete any Idea
Who can change the assessment version in the automation profile	Change the assessment version of any idea

Example: Before Idea flow customization, to make sure a user had access to Edit all details of any Idea, you had to check that the respective permission was assigned to his tenant role in the Roles page, or create a new role with that permission checked. Now, to make sure a specific tenant role has access to Edit all details of any Idea you just need to select the role you wish to be able to do that, in the Who can edit ideas in the flow drop-down list from the Permissions area in the Idea Flow Settings.

Some roles are already predefined for every permission, like Account Owner, System Admin, and Program Manager, but when you select a specific section, you can add or remove roles from the drop-down list.

Tip: Your existing flows aren't affected and they should work the same as before, including the permissions associated with them.

The Advanced area lets you select via the toggle button if the submission must happen only via OpenAPI and if it's a change request idea flow. When creating a new flow, these options are set to toggle OFF. Out of the six default flows, the Only OpenAPI submission toggle setting is set to ON for the Idea Flow with the title Task Mining and Process Mining. By setting the toggle to ON, the following changes happen:

• Submission form: the Idea type field won't show the flow’s name in the drop-down;
• Users can't submit ideas on the flow through Automation Hub interface;
• Ideas submitted on the flow will be collected through OpenAPI from other tools/products.

By toggling the This is a change request idea flow setting to ON, the Assessments visibility section is impacted as:

• Only four assessment types are available: Overview, Change Request, Execution assessment and Feedback assessment.
• The Admin user can't delete these assessment types.
• The Admin user can't add more assessment types.

After configuring the settings, select Save to update the settings of your idea flow.