Challenge: You get a “Saved Search does not exist” message, or worse, an unexpected error on a workflow that relies on a Saved Search. Ensuring you’ve selected the right permissions on your workflow and Saved Searches can be the difference between whether a workflow can correctly execute or not.
Tip: If your workflow has the “Execute as Admin” checkbox enabled, then your workflow is running with full admin privileges. If so, this might be a different issue. However, if “Execute as Admin” is not enabled, the workflow will follow the role permissions of the currently logged in user. For example, a user executes a workflow deployed on item records, which uses a Saved Search filter that is not public and not shared with the user or the role the user has. This causes an error when the workflow tries to run the Saved Search because it is inaccessible to that user. To troubleshoot, first edit the Saved Search used in the workflow and ensure that the permissions on the Saved Search are set up so that the users of the workflow can also run the Saved Search. Limiting the actions that the workflow can execute to only what the current user has available avoids confusion and inefficiency. Going forward, when designing your workflows, save time by ensuring that Saved Searches are available to the users and roles that will be executing this workflow. You can also limit users and roles on your workflow execution.