Permissions and plans
Flows keep apart who designs the process, who runs it day to day and who sees the data of each case. A supervisor can, for instance, follow every invoice’s progress without seeing the amounts, and only an administrator can change a decision a person already made.
What each permission allows
Section titled “What each permission allows”| Permission | Allows |
|---|---|
orchestration:list | Seeing the list of flows, the Casos (Cases), the Incidentes (Incidents) and Monitoreo (Monitoring). |
orchestration:read | Opening a flow (the canvas in read-only mode) and each case’s detail: its progress and the state of each step. |
orchestration:read_data | Seeing each case’s data: variables, step inputs and outputs, results, error messages and the business key. In the portal it is called Ver datos de flujos (view flow data). |
orchestration:read_sensitive | Together with the previous one, Mostrar datos sensibles (show sensitive data) of a case: the form fields marked as sensitive. Every time someone reveals them, it is recorded in the audit log. |
orchestration:design | Creating flows and editing their draft: canvas, validation and simulation. |
orchestration:publish | Publishing versions. |
orchestration:start | Starting cases by hand or through the API, and creating, changing or enabling triggers that start flows. |
orchestration:operate | Resolving incidents: retry, apply a late result, skip, stop what is still running, edit variables and cancel cases. |
orchestration:signal | Sending signals to cases waiting for an event, from the portal or the API. Anyone with orchestration:operate can do it too. See Waits. |
orchestration:override | Changing protected variables: the ones that hold a person’s decision. |
orchestration:delete | Archiving and restoring flows. |
What each role includes
Section titled “What each role includes”Role names are shown as they appear in Zoan Cloud.
| Role | View and follow | See data | Design and publish | Start and operate | Override decisions and archive |
|---|---|---|---|---|---|
| Propietario (Owner), Admin | ✓ | ✓ | ✓ | ✓ | ✓ |
| Desarrollador (Developer) | ✓ | ✓ | ✓ | ✓ | |
| Operador (Operator) | ✓ | ✓ | ✓ | ||
| Diseñador de IA (AI designer), Asesor de atención (support agent), Auditor, Lector (Viewer) | ✓ |
For an integration that only notifies cases (for example, the payment gateway), give its service account a role with orchestration:signal: it can send signals without being able to retry, skip or cancel. Sending signals with data from the portal also takes orchestration:read_data.
By default, only the Owner and the Admin can Mostrar datos sensibles of a case (orchestration:read_sensitive).
People who decide in person steps do not need any flow permission: they handle their tasks from the Tareas (Tasks) inbox, like any other task assigned to them or their role. For the remaining permissions and roles, see Users and roles.
Audit: who did what and who saw what
Section titled “Audit: who did what and who saw what”Everything important about a flow is recorded in Gobierno › Auditoría (Governance › Audit), with who did it and when. What Zoan Cloud does on its own shows up as Sistema (System). That way you can answer an auditor without piecing anything together by hand.
| What happened | How it shows up |
|---|---|
| Design | Flujo creado (flow created), Borrador de flujo guardado (flow draft saved), Flujo publicado (flow published), Flujo archivado (flow archived), Flujo restaurado (flow restored), Flujo revisado antes de publicar (flow checked before publishing), Flujo probado con datos de ejemplo (flow tested with sample data) |
| Cases | Caso iniciado (case started), Datos de casos borrados (case data deleted, when expired cases leave the platform, archived or deleted) |
| Who saw data | Datos de un caso consultados (case data viewed): recorded when someone allowed to see data opens a case, its log or the list of cases. The same person viewing the same case is recorded once every 10 minutes. Mostrar datos sensibles is recorded separately. |
| Operator actions | Paso reintentado por una persona (step retried by a person), Paso saltado por una persona (step skipped by a person), Caso cancelado (case cancelled), Datos de un caso corregidos (case data corrected: which variables, not their values), Resultado tardío aplicado (late result applied), Trabajo en curso de un paso detenido (a step’s running work stopped), Varios pasos reintentados a la vez (several steps retried at once) |
| System actions | Paso reintentado automáticamente (step retried automatically), Tarea vencida en un caso (task expired in a case), Caso recuperado automáticamente (case recovered automatically), Trabajo detenido automáticamente (work stopped automatically), Caso detenido por un error del sistema (case stopped by a system error), Disparador pausado por casos con problemas (trigger paused due to problem cases) |
The audit log never stores the business key in plain text or the text of the reasons: it keeps what is needed to know what happened without repeating the case data.
Flows are enabled per plan. If your plan does not include them, Flujos does not show up in the menu and the page says your plan does not include flows.
The plan sets two limits:
- Active flows: how many you can have unarchived across the organization. To create another, archive one or change plans.
- Cases per month: how many cases can start each month, counting every environment. Once the limit is reached, starts through the API and webhooks are rejected, and queue items wait until there is room again.
On top of that, AI steps require a plan that includes AI Workflows.
If the plan changes
Section titled “If the plan changes”If the plan stops including flows, you can no longer design, publish or start cases, and triggers stop starting them. Existing cases can still be viewed, operated and cancelled from Casos and Incidentes. If the plan stops including robots or AI Workflows, steps of that kind that have yet to run become incidents.
How long cases are kept
Section titled “How long cases are kept”Finished cases (completed or cancelled) stay visible for as long as the plan sets; 90 days by default. After that they leave the platform along with their steps, events and the files they produced: by default they are archived in a .zip kept until you delete it, or deleted if you choose so. See Data retention and archiving. Open cases never leave.