Persona-based action visibility on the Inquiry record
Key Takeaway
The stage on the Inquiry workflow path decides when an action button appears. A profile-based formula text field, added as a condition on each stage operation, decides which persona sees the button.
A medical inquiry passes between two personas: a sales representative and a medical science liaison (MSL). Persona-based action visibility shows each user only the action buttons for their own steps on the Inquiry record. With it, sales representatives can only draft, sign, and submit medical inquiries. MSLs can only assign and respond to them. You build it by combining the inquiry's workflow stage with a profile-driven formula field on the Inquiry object.
Two layers control the buttons
Two layers decide which action buttons a user sees on an Inquiry record. The first layer is the workflow path on the Status field. Each stage gets its own workflow actions, which are the buttons users see. For example, the "Submit" button appears when the inquiry is ready to submit.
The second layer is a condition on each stage operation. The condition checks a persona formula field, so only users with the matching persona see that stage's buttons.
The stage on its own decides when a button appears, not who sees it. To show each persona only the buttons for its own steps, add the persona condition to the stage operations instead of relying on the stage alone.
Priya is a sales representative, and Marco is an MSL. Priya adds her signature to a new inquiry, so its status becomes Signed. The Signed stage holds the Submit button, and its condition matches the sales representative value, so Priya sees Submit. Marco opens the same inquiry. His formula value doesn't match the condition, so he sees no Submit button. After Priya clicks Submit, the status becomes Submitted. Now Marco sees "Assign to Me", and Priya doesn't.