Optimize only maps activity from employees who've opted in, only on apps your admin approves, and only certain roles can see that data — with real employee identities hidden by default.
What gets captured
- Workflow Mapping only runs for employees who've accepted an Optimize invite ("participants") and installed the extension.
- Workflow Mapping only happens on apps and domains your System Admin has explicitly whitelisted — nothing is captured on non-approved sites.
- A participant is mapped for one team at a time, and can pause or check mining status directly from the extension.
Who's identity is visible
- By default, mapped data shows a pseudonym, not the participant's real name.
- A System Admin can choose to reveal real names — this action is logged for accountability.
- If an employee leaves the organization, their data is depseudonymized/anonymized so it's no longer tied to their identity.
Who can view the data
- Participants don't get special visibility into org-wide data — they just get mapped and can control their own mining status.
- Team Optimizers can view mapped workflow data (workflows, tasks, instances, steps) for the team(s) they're assigned to.
- Org Optimizers can view mapped data across the whole organization.
- System Admins have full control: approving apps for mapping, turning mapping on/off per team, requiring opt-in consent, and revealing participant names. Only System Admins can toggle mapping on or off.
- Viewing access ("Dashboard Access") is unlimited and separate from the metered participant seats used for mapping.
Data retention & consent
- Mapped data is retained long-term to support ongoing insights — it isn't automatically deleted after a fixed window.
- Your organization owns responsibility for employee consent and compliance with applicable laws; Scribe supports either a customer-managed or Scribe-managed consent flow.
Have questions about your specific configuration? Reach out to your Scribe account team or System Admin.