Need to hide action

RE: Need to hide action

Praveen Sharma — Sun, 09 Nov 2025 19:21:40 GMT

Hi Rahul,
Use action security functionality of record to hide the related action based on conditions.

RE: Need to hide action

utkarshpathak — Wed, 05 Nov 2025 05:56:46 GMT

Hi Rahul you can set up the rule like this

then if the any user if part of Group A will not able to see that action. Lets say 1 member is in multiple grps but as u specifically forbid the action for Group A members it will not able to see the action

RE: Need to hide action

Mike Schmitt — Tue, 04 Nov 2025 15:02:17 GMT

It's pretty much all outlined here:

https://docs.appian.com/suite/help/25.3/record-action-security.html#security-expression

I'm not sure how much or little of this you already know so I'm not really sure where I would start in trying to explain it to you... do you know how to make an expression rule? do you know how to use that expression rule as a security expression for a record related action? etc...

(note: the "security expression" used to be labelled as "visibility", this has only recently changed and I didn't realize it until just now actually. but the functionality remains the same.)

RE: Need to hide action

Rahul009 — Tue, 04 Nov 2025 11:26:17 GMT

Mike Schmitt , can you please explain a bit more how to implement this.

RE: Need to hide action

Mike Schmitt — Mon, 03 Nov 2025 18:54:12 GMT

[quote userid="201015" url="~/discussions/f/new-to-appian/39902/need-to-hide-action/152300"]if user p1 is part of group A and Group A is subgroup of Group B. If I hide some action for group A but not for Group B then user p1 will be able to see the action[/quote]

You can fashion a "Visibility" Expression Rule that checks the group memberships of the viewing user based on any manner of such permutations.

Generally, you ALLOW an action to show up (as in it's not visible to anyone by default except for the people you allow it for), so in such a case, membership in A would be irrelevant, you would simply allow it to show up for people in group B. This logic might shift slightly if you're also looping in other groups or visibility considerations, but the point is, you have almost unlimited flexibility in this respect when using the "visibility" expression (and please, when it gets anywhere near this complicated, do yourself a favor and wrap it in an Expression Rule right out of the gate).

RE: Need to hide action

Rahul009 — Mon, 03 Nov 2025 14:39:26 GMT

Harsha Sharma , thank you so much for the explanation.

if user p1 is part of group A and Group A is subgroup of Group B. If I hide some action for group A but not for Group B then user p1 will be able to see the action?

RE: Need to hide action

Mike Schmitt — Mon, 03 Nov 2025 14:26:19 GMT

This is what the Related Action "visibiltiy" condition is for - you can make it evaluate basically any expression!

Additionally, you can exclude certain groups from Process Model visibility, which can work when the exclusion is a bit more concrete. You can use both methods together and then Appian will show the Related Action only to a user who passes all checks (visibilty expression AND process model visibility).

RE: Need to hide action

Harsha Sharma — Mon, 03 Nov 2025 13:46:47 GMT

Here is a sample expression. If you want any field from record to be referenced and added in condition use rv!record in the condition. You can use and() or or() operators to club the who and when part of condition together.

For example below, I am allowing my action be visible to the user who created the record, they are part of a specific group, when record statusId is 2 and record's Due Date is today() - then only action should be visible. [P.S. the dueDate is added for the sample, I don't have such a field in my record so its just for example]

When the combined output of this expression is true then only the action will be visible to allowed users. Let me know if you face any issues while configuring these conditions.

RE: Need to hide action

Rahul009 — Mon, 03 Nov 2025 13:04:07 GMT

Stefan Helzle, it is based on some condistion.

RE: Need to hide action

Stefan Helzle — Mon, 03 Nov 2025 13:01:55 GMT

Is this about "these groups have permission to start this action in general", or about "these groups may star the action based on some condition"?

RE: Need to hide action

Rahul009 — Mon, 03 Nov 2025 12:31:55 GMT

I am not sure how to configure user found in fields and when can they see the action present security rule tab to security expression. Please can you suggest.

RE: Need to hide action

Harsha Sharma — Mon, 03 Nov 2025 12:15:32 GMT

No, it can be either one of those! With expressions you can pretty much add all the conditions using operators. Why do you want to use both?

RE: Need to hide action

Rahul009 — Mon, 03 Nov 2025 12:09:40 GMT

Thanks Harsha Sharma ,

Is it possible that both security rule and security expression can be configured in vies and action security tab?

RE: Need to hide action

Harsha Sharma — Mon, 03 Nov 2025 10:53:19 GMT

In the Record you have option to secure related actions for groups. Go to Views and Actions Security under Security header. Click on Actions header. Click on the pencil icon at top right corner of Action to open the security configuration dialog box. You can add the permitted group for the action here. You can also configure groups from this it should not be visible using expression like not(a!isUserMemberOfGroup(username:loggedInuser(),groups:groupConstant)).