SAP Knowledge Base Article - Public

3015953 - Workflow Auto Delegate Search - User Search Permission


Trying to restrict the amount of users to select from when delegating a workflow based on permission role, while having a separate role to search for users through the global header search.

Image/data in this KBA is from SAP internal systems, sample data, or demo systems. Any resemblance to real data is purely coincidental.


  • Employee Central
  • Employee Central, Workflows
  • Employee Central, Role Based Permissions 

Reproducing the Issue

  1. Setup different permission roles - Create one to restrict amount of users to select when searching for a workflow delegate.
  2. Have another permission role setup where target population may be set to = Everyone
  3. Notice when searching for the delegate you are able to select users that are not in the RBP


Expected behaviour. If you have users in multiple different permission roles they will overwrite eachother.

Global header search and universal person search follow the same search permission. See screenshot below.

No extra settings for the universal person search. You cannot distinguish between the users you are able to search for through the global search and the users in the workflow delegate search. It is the same population and search.


Workaround: You can remove the user search permission from other RBP and maintain the user search permission in the specific delegation role with your specified target population. But please note this applies to all user type fields and not only to auto delegate fields. So if you do this then the managers/admins in the other roles will not be able to search for the users through the main profile search as well as not being able to search when delegating a workflow.

You could open an enhancement request to us in SuccessFactors to create a separate search for workflow delegation options to distinguish between it and the global header search for users profiles.

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See Also

2547534 - Auto Delegate Workflow Search is Not Showing All Users in The Search


Workflow delegation, role based permissions, RBP, user search, global header search, universal person search , KBA , LOD-SF-EC-WFL-DEL , Workflow Delegation , LOD-SF-PLT , Platform Foundational Capabilities , LOD-SF-EC-RBP , Roles & Permissions (EC Core only) , LOD-SF-EC-WFL , Workflows - Configuration, Tools, Objects & Rules , Problem


SAP SuccessFactors Employee Central all versions ; SAP SuccessFactors HXM Suite all versions