Publishing & Sharing Automation Tasks
Publishing makes an automation task available to authorized users in the Published Tasks experience. You can control the display title, description, and minimum role required to execute the task.
How Publishing Works
In the task configuration view, use the Publish action to open the publish dialog. The dialog captures three values:
• Published Title (required): the name users see
• Published Description (optional): user-facing description
• Minimum Required Role (optional): access control for visibility and execution
Publish or Un-Publish
Publish
1. Open the task configuration
2. Click Publish
3. Set title, description, and minimum role
4. Confirm publish
Un-Publish
1. Open the same task configuration
2. Click Un-Publish
3. Confirm removal from Published Tasks
Role Access
Published task access is role-aware and follows a minimum-role model.
• None/User: available to authenticated users
• Operator: available to Operators and TenantAdmins
• TenantAdmin: available only to TenantAdmins
Direct Task Access
Publish a task when it should appear in the self-service Tasks experience for the configured audience. Use direct task access when named users or groups need permission to view, use, edit, or manage a particular task. Their tenant role can remain User; the grant applies to that task.
• Viewer: can see the task and its allowed read-only details
• User: can use the task where execution is allowed
• Editor: can update task configuration
• Owner: can manage access for the task
Share a task with a group
- Create or choose an active group and have its owner add the people who need access. See Groups for membership management.
- Open the task from Operations → Automation, then open Access. You need permission to manage access on the task; owning the group alone is not sufficient.
- Select Add access, find and select the group in the picker, and choose the Access level.
- Review the selection and use the add button to save the grant. Check the group's entry in the task's access list.
For example, grant a Support group User access to a maintenance task. Its active members can run that task where execution is allowed, without access to the full operational workspace. Use Editor only for people who should change task configuration, and Owner for those responsible for its access.
The group's Owner, Member, or Viewer role controls group management. The access level assigned on the task controls task actions. A group member does not need to become a group owner to use a task shared with the group.
Change or remove access
Maintain the task's permission in its Access tab and the team's membership in My groups. New active members receive the group's task permission; removing membership removes that source of access. Review who owns the group, since those people can change its membership.
The highest applicable access level wins across tenant roles, direct grants, and active group memberships. If someone still has access after a removal, check the remaining sources. Published task availability is also configured separately; removing a direct grant does not unpublish the task.
If a member cannot see or run the task, check that the group and membership are active, the grant is on the intended task, and the access level permits the action. See Roles and access for how permissions combine.
What End Users See
Users work from the Published Tasks list where they can:
• Search by published title or description
• Expand task details (steps, parameters, last run)
• Execute tasks they are authorized to run
• Open task-specific execution history from the History action
Operational Notes
• Publishing changes are reflected immediately in the Published Tasks UI
• Updating a published task affects future executions
• Test task changes as Operator before broadening role access
• Use clear parameter labels/descriptions to reduce user input errors