Your access rights for the workflow rosters and work queues affect the information that Process Administrator displays in the results pane, and how Process Administrator updates work items and performs various tasks.
In Workplace and Workplace XT, you must be a member of the PWAdministration access role to see the link to Process Administrator in the list of Admin tools. See Access Roles preferences in the FileNet P8 online Help (User help > Actions, preferences, and tools > Site preferences > Access roles preferences).
You must log on as a member of the Process Engine Administrator Group in order to modify modify items in an active workflow. See Users and groups required by FileNet P8 Platform in the FileNet P8 online Help (System Administration > Enterprise-wide Administration > FileNet P8 Security > Users and groups).
When you perform a search in edit mode, regardless of where you choose to look (that is, what you select from the In list), Process Administrator gathers part of the results—the non-exposed fields—from the queue in which the work item currently resides. If you have access rights to the workflow roster but not to the queue, Process Administrator does not display the work item. If you perform the same search in read-only mode, Process Administrator displays the work item.
When you make edits on the workflow level or perform tasks that affect an entire workflow, Process Administrator does not update work items that reside in a queue to which you do not have access rights. For instance, if you attempt to delete an expense reimbursement workflow which currently has one work item in the WriteChecks work queue and you do not have access rights to WriteChecks, Process Administrator deletes all work items for the workflow except that one. If the remaining work item is a root work item, the workflow still appears in the results pane; if the remaining work item is not a root work item, the workflow does not appear in the results pane. See Workflows vs. work items for more information about root work items.