# Advanced Legacy Workflow Role Configuration
Advanced workflow role configuration allows you to define a set of business rules which determine which role should be required, optional, or hidden on the workflow start dialog. This configuration is only available for task assignments that appear as multi-user controls on the start dialog. Advanced workflow role configuration is only available for legacy workflows. The equivalent functionality for multi-document and object workflows is available through the use of _Start_ step rules .
## About the Workflow Object The _Workflow_ object is associated with document lifecycle workflows. Its sole purpose is to support object reference relationships with the _Workflow Role Setup_ object. Once enabled, the _Workflow_ object requires no configuration. Each _Workflow_ object record corresponds to an active workflow (custom or standard) in your Vault. When a new workflow is created and made active, a corresponding _Workflow_ object record is automatically created. Vault names the object records as `{Lifecycle Name}.{Workflow Name}` and assigns each a unique _ID_ and _External ID_ value. The object record values cannot be edited as they are retrieved from the workflows themselves. Deleting a workflow automatically deletes its corresponding object record. These cannot be deleted if the object record is being referenced by another object. ## About the Application Role Object {#application-role} The _Application Role_ object maps lifecycle roles to a higher "application-level" role. The _Application Role_ object does not have any special functionality by itself. However, various other features utilize it, including _Workflow Role Setup_ and _Dynamic Access Control_ for documents and object records. Review and update these role mappings ## About the Workflow Role Setup Object The _Workflow Role Setup_ object controls the fields and values that will be used when setting a particular role to required or hidden in the start workflow dialog. The object includes the following standard fields: * **Participation Requirement**: Picklist field which controls whether a role is required or hidden when starting a workflow. * **Role (Application Role)**: Object field pointing to a document role. * **Workflow**: Object field pointing to a document workflow. You can add up to 4 custom object and picklist fields to the object which can be available as rule criteria. These typically include one or more of the following objects: * **Country** * **Product** * **Document Type** When creating workflow participant rules, the _Workflow_ field and any custom fields can be selected as rule criteria. ## About Workflow Participant Rules {#wf-participant-rules} Workflow participant rules control which document fields will force the selected role to be required or hidden in the workflow start dialog. Creating display rules requires a security profile that grants the Admin: Document Lifecycle: Edit permission. To create workflow participant rules: 1. Go **Admin > Configuration > Document Lifecycles > [Lifecycle] > Roles**. 2. Click into a role and go to the **Workflow Participant Rules** tab. 3. Click **Create** and enter a **Label** for the rule. 4. Optional: Edit the **Name** and/or enter a **Description**. 5. Under **Rule Criteria**, select one or more fields defining the rule. 6. Click **Save**. You can create up to 25 different rules per lifecycle role. The available options under **Rule Criteria** include all _Workflow Role Setup_ fields which have corresponding document fields. For example: * Documents include fields for workflow, document type, and country. * Workflow Role Setup includes a field for workflow and can be configured with fields for document type and country. By selecting all three fields, a rule will be established making the role required when a document workflow, type, and country match specific values. Rules can also be configured that make the role optional when given fields match specific values. However, for a selected role to be optional, all workflow tasks associated with the role must also be optional. The rules apply to all documents in the selected lifecycle. The details controlling which workflow (_Start Review_, _Start Approval_, etc.) and which document field values cause a rule to take effect are configured in the _Workflow Role Setup_ object records. To modify a rule, return to the **Workflow Participant Rules** tab and select one of the following options from the Actions menu to the right of the label: * Click **Edit** to change the label, name, description, or criteria. * Click **Delete** to permanently remove the rule. ## How to Create Workflow Role Setup Records _Workflow Role Setup_ object records control when a workflow participant rule takes effect and whether the role is required or hidden in the workflow's start dialog. To create _Workflow Role Setup_ object records: 1. Go **Business Admin > Objects > Workflow Role Setup**. 2. Click **Create** and fill in the details for the object record. These vary based on what Admins have set up for the object. Note that you cannot edit the **Name** field because it is system managed. 3. Click **Save**. ## Example: Hide a Specific Role in the Start Workflow Dialog When Sara initiates a workflow to review a document, she sees the _Viewer_ role display as optional in the workflow start dialog. Sara wants to define a specific rule which hides the _Viewer_ role in the start workflow dialog whenever the United States is selected as a country. Sara will need to utilize **Advanced Workflow Configuration** to hide the _Viewer_ role instead of making it optional. First, you need to configure the _Workflow Role Setup_ object. Because Sara wants to define a rule that hides the _Viewer_ role when the United States is selected, she must create a new field for the _Country_ object type. Creating this field is necessary so it can be selected as rule criteria in _Workflow Participant Rules_. Go into the _Workflow Role Setup_ object configuration and add the _Country_ object field. Next, you will need to create a workflow participant rule for the _Viewer_ role. _Workflow Participant Rules_ control which document fields will force the selected role to be required or hidden in the start workflow dialog. In this example, Sara would create a _Workflow Participant Rule_ with the _Workflow_ and _Country_ options selected under **Rule Criteria**. Lastly, you must create a _Workflow Role Setup_ object record to control when the workflow participant rule for the _Viewer_ role will take effect. In this example, Sara would complete the fields below as follows: * **Status**: Active * **Workflow**: General Lifecycle > Review * **Role**: Viewer * **Hidden** in the **Participation Requirement** field, and **United States** in the **Country** field. This will establish the rule to make the _Viewer_ role hidden when the workflow field and country match those specific values. ## Special Considerations There are a couple of items of note regarding this feature: * If there is only one _User Control_ configured in the start step, the _User Control_ will always appear as required in the workflow start dialog. * If assigning a _User Control_ to a role without any user tasks, the _User Control_ appears as required in the workflow start dialog.