Use filter criteria to show a reader review form or reader tab material only to users with a specific role or permission. This pattern is useful when a workflow, bin, or tab is broadly available, but a specific review form or material should appear only for a smaller group of readers.
Workflow read permissions can control access to many workflow areas, including workflows, bins, and tabs. Reader review forms and individual materials in reader tabs do not provide a separate custom read permission setting. To control visibility for those objects, add criteria that evaluates the current user.
For more information about review forms, see Workflow Review Forms.
📝 Note
Permission-based criteria checks permissions assigned directly to the user. It does not account for permissions inherited through roles. If staff inherit the permission through a role, use role-based criteria or add criteria for both the role and the permission.
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Before you begin
Before adding criteria, identify the role or permission that should control access.
Use a role when access should follow membership in a reader group, committee, or staff cohort.
Use a permission when access should follow a standard or custom permission that is assigned directly to users.
Use both when some users receive access through a role and others receive access through a direct permission.
Opening the review form criteria
This example applies criteria to a reader review form. Use the same Current User join pattern when configuring criteria for a reader tab material.
Open the Workflow Editor.
Open the workflow that contains the review form.
Select the Review Forms tab.
Select the edit icon for the review form configuration.
Open an existing review form configuration or create a new review form configuration.
Configure the bin, review form, required setting, and other review form settings as needed.
Set Base to Application.
Creating role-based criteria
Create a subquery filter that checks whether the current user has a specific role.
In the review form configuration, add a subquery filter.
Select Join.
Under System, select Current User.
Select Save.
Select Join again.
Under Current User, select Role User.
Select Continue, and then select Save.
Select Join again.
Under Role User, select Lookup Role.
Select Continue, and then select Save.
Add a filter for the role name:
Select Filter.
Under Lookup Role, select the Name filter.
Select the role that should be able to view the reader review form or material.
Select Save.
Leave Aggregate set to Exists.
Enter a descriptive name for the subquery filter, such as
App Review Committee Role Exists.
Select Save.
Select Save again to save the review form configuration.
Creating permission-based criteria
Use a similar subquery filter when access should depend on a permission that is assigned directly to the user.
Create a subquery filter.
Add the Current User join.
Add the User Permissions join.
Add the Lookup User Permission join.
Add a filter for the Lookup User Permission name.
Select the permission that should be able to view the reader review form or material.
Leave Aggregate set to Exists.
Save the subquery filter and the review form configuration.
📝 Note
Permission-based criteria checks direct user permissions only. A user who inherits the selected permission through a role will not match this filter unless the permission is also granted directly to that user.
Combining role and permission criteria
If some users should qualify by role and others should qualify by direct permission, add criteria for both access paths. For example, create one subquery filter that checks for the relevant role and another subquery filter that checks for the relevant permission.
Testing the criteria
After applying the criteria, verify that the reader review form or reader tab material appears only for the intended users.
Test with a user who should see the form or material.
Test with a user who should not see the form or material.
If you are using permission-based criteria, test a user with the permission assigned directly.
If you are using role-based criteria, test a user with the selected role.
If results do not match your expectation, review whether access is coming from a role, a direct permission, or both.
The criteria apply when staff open the relevant file in the Reader. When the current user matches the configured role or permission criteria, the review form or material appears. When the current user does not match the criteria, it remains hidden.