Execution authority is the identity and permission context under which a workflow action runs. In a Notes migration, preserving documents and agent code without preserving the intended authority can change who may trigger an action, which information becomes visible, and what the action is allowed to modify.
A workflow’s state and its authority therefore need to move together. An imported request marked approved does not establish who could approve it, which agent performs the next step, or whether that agent can carry out the required operation.
Model transitions with their actors
Trace a representative approval and a rejected or withdrawn request. For each transition, identify its prerequisites, permitted actor, resulting fields, notifications, and exception handling.
The inventory includes forms, formulas, scripts, agents, schedules, mail routing, integrations, and access rules. A database of documents can also be an executable application whose background work continues independently of an open form.
Inferred rules should remain marked until code, observed behavior, or responsible users confirm them. Reproducing an assumption as destination configuration would otherwise turn an unverified interpretation into enforced behavior.
The agent’s identity can differ from the user’s
Domino Designer 14 documents agent options for running as the web user and for running on behalf of another identity. The latter depends on signer authority and database ACL membership. Agent code alone does not describe the resulting permission context.
The same documentation distinguishes restricted operations from unrestricted and full-administration execution modes. A replacement service account with broad permissions can therefore behave differently from the original even if the translated statements look equivalent.
These are mechanisms in the cited Designer version. Actual effective rights, including the configuration of older agents, need inspection in the deployed environment. Database ACL evidence also does not resolve every document-level visibility rule.
Triggers create work outside the screen
Designer 14 agent configuration includes event-triggered and scheduled execution. Listing only overnight jobs misses actions initiated by events. Listing agents alone also cannot identify every external reader or client-side script.
Observe complete operating cycles with workflow owners and administrators. Record each critical exchange’s direction, payload, trigger, identity, destination, and failure handling.
A migration can duplicate effects if an old scheduled agent remains active while the replacement starts processing the same population. The cutover plan needs ownership of those actions as well as ownership of document writes.
Existing requests need a state mapping
New requests exercise only the destination’s beginning. In-flight documents can already contain approvals, pending obligations, failed notifications, or cancellation state that the new workflow must interpret.
Take a constructed request approved before cutover but awaiting a scheduled downstream action. Recreating it as a new request can repeat approval; importing only its final status can omit the pending action. The mapping needs both completed and outstanding work.
Reconciliation should account for the affected population and identify cases requiring manual disposition. Imported document counts cannot establish that every required future action has an owner.
Test permitted and denied behavior
A replacement trial should use real business roles, including actors who must be denied access or transitions. Test document visibility separately from permission to execute an operation.
Compare states, scheduled actions, notifications, attachments, and downstream effects. Failure and replay cases should determine whether an already completed action can be recognized rather than repeated.
Mail migration, browser delivery, and workflow replacement have different scopes. Historical client/browser restrictions need their named version context, and newer delivery options require their own evidence. The migration is accepted when the required business transitions occur under the intended authority, with existing work accounted for and prohibited actions still prevented.