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Manage Flow Permission Required to Associate Flows in Action Definition Field on Work Step / Work Step Template

Publish Date: Jun 9, 2026
Description

When a non-admin user attempts to create or edit a Work Step or Work Step Template record and tries to populate the Action Definition field with a Flow, the Flow lookup returns no results — even when:

  • The user has the Run Flows app permission
  • The user has the View Flows app permission
  • The user has the View All Non-Admin Flows app permission
  • The Flow has been explicitly shared with the user via a Permission Set with Flow Access
  • The user has all other required Field Service permissions

Observed Behavior

The Action Definition lookup field displays no Flow entries for non-admin users who lack the Manage Flow system permission. Flows only become visible in the lookup once the Manage Flow permission is granted.

Resolution
  1. Go to Setup → Object Manager → WorkStep → Buttons, Links, and Actions
  2. Click New Action
  3. Set Action Type to Flow
  4. Select the desired Flow from the Flow picklist
  5. Enter a Label and Name
  6. Save the Quick Action
  7. Users can now select this Quick Action in the Action Definition field on Work Step / Work Step Template records without needing the Manage Flow permission
Knowledge Article Number

005386350

 
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Salesforce Help | Article