Note:
If your account has no Role Tags, starting October 19, 2026, Whatfix adds the All users Role Tag to all existing and new Flows and Static Content. This addition does not change what your users see.
If your account already has Role Tags, Whatfix displays a banner on the Whatfix Guidance Dashboard, where you can review and update your content.
Whatfix enables you to create Role Tags that control which users can see the Flows and Static Content that you add to Self Help and Task List segments. Whatfix attaches the All users Role Tag to new Flows and Static Content that you create, so your content is visible to all your users by default. To restrict access to content, add a specific Role Tag.
Whatfix enables you to create Role Tags that control which users can see the Flows and Static Content that you add to Self Help and Task List segments. Whatfix attaches the All users Role Tag to new Flows and Static Content that you create, so your content is visible to all your users by default. You add a specific Role Tag only when you want to restrict access to content.
For example, you can create an article on submitting expenses that all your users see without adding any Role Tag. You can then restrict an article on approving expenses to the Manager Role Tag so that only managers see it.
Note:
The All users Role Tag applies only to Flows and Static Content, such as Articles, Links, PDFs, Videos, and Images, that you add to Self Help and Task List. The behavior of Role Tags on other content types and widgets remains unchanged.
Why the All users Role Tag Matters
Previously, the visibility of content without a Role Tag depended on whether your account had any Role Tags:
If your account had no Role Tags, content without a Role Tag was visible to all your users.
If your account had at least one Role Tag, content without a Role Tag wasn't visible to any user.
As a result, the first Role Tag created on your account made Role Tags mandatory for every Flow and Static Content item. Content without a Role Tag disappeared from Self Help and Task List, and Whatfix showed no warning or reason.
With the All users Role Tag, Role Tags only restrict content and never hide it by default.
Note:
You can't edit or delete the All users Role Tag. However, you can remove it from individual Flows and Static Content items to restrict who can see them.
Role Tag States
Every Flow or Static Content item is in one of three states. The Role Tags field on the content shows which state it is in.
Role Tags field shows | Who sees the content | How the content gets this state |
|---|---|---|
All users | All users | Whatfix adds it to new content automatically, or to existing content when you update it |
A specific Role Tag, such as Manager | Only users with that role | You remove the All users Role Tag and add the specific Role Tag |
Blank | No users | Older content that you chose not to update, or content with every Role Tag removed |
For example, suppose you add an article to Self Help, but your users can't see it. Check the Role Tags on the article. If the Role Tags field is blank, the article isn't visible to any user, so add the All users Role Tag or the Role Tags of the users who must see it. If the article has a specific Role Tag, such as Manager, only users with that role can see it.
Content Visible to All Users
Whatfix attaches the All users Role Tag to every new Flow and Static Content item, so you don't need to add a Role Tag for all your users to see the content.
Use the following steps to create content that all your users can see:
Create the required content, such as a Flow, or Static Content, such as an Article, PDF, Link, Image, or Video. For more information, see Flows and Static Content.
Verify that the All users Role Tag is attached to the content.
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Info:
For a Flow, the Role Tags are in the Flow's Details. For Static Content, the Role Tags are on the content itself. For more information, see Add Page Tags and Role Tags to content.
Add the content to Self Help or Task List. For more information, see Understand the Content Used in Self Help.
Publish the content. For more information, see Publish all Whatfix content and widgets to Production.
Content Restricted to Specific Roles
To restrict content to users with specific roles, add the required Role Tags to the content and then remove the All users Role Tag. For example, to restrict a PDF to managers, add the Manager Role Tag and then remove All users. For more information, see Add Page Tags and Role Tags to content.
Note:
Ensure that the required Role Tag exists. If the Role Tag doesn't exist, create it. For more information, see Create a Role Tag.
Use the following steps to show content only to users with specific roles:
On the Whatfix Guidance Dashboard, click Content.
Click All content.
Select the required content.
Click Tags.
Enter the required Role Tag, such as Manager.
Click the Remove icon next to the All users tag.
Note:
If you keep the All users Role Tag alongside a specific Role Tag, the content remains visible to all your users.
Click Update.
Publish the content. For more information, see Publish all Whatfix content and widgets to Production.
Info:
The Tags column on the Content page shows only the specific Role Tag, such as Manager.
The content is now visible only to users with the Role Tags you added.
Note:
When you remove the All users Role Tag without adding another Role Tag, your content isn't visible to any user, and Whatfix doesn’t display a warning. To ensure that your content remains visible to the users who must see it, always keep either All users or at least one specific Role Tag on the content.
When you create a copy of a Flow or Static Content, the copy retains the tags of the original content.