Process Street is the simplest way to manage your recurring processes and workflows. You are currently reading a "process template"; you can make templates just like this for your own team.
The above graphic illustrates the basic ideas behind Process Street.
You can browse through the items on the left to learn more about Process Street and the power we pack under the hood.
You can think of a template like a Word document with blank spaces to fill in. When you run a checklist, it's like printing out a copy and filling it in — no matter how much you edit the copy (or checklist), the template will still be the same.
For example, starting Monday you want to track whether you meet your daily goals. You create a template with a few tasks you want to do every day — exercise, take vitamins, wake up before 7:15am.
On Monday morning you open up Process Street, go to your daily goals template, hit 'Run checklist' and name it Monday, 25th October.
Now you have a checklist for Monday, you can track your progress and see how many goals you reached. When you wake up the next day, you'll run another named Tuesday, 26th October.
So, before you can start using checklists, first create a template.
IMPORTANT: You must have 'can edit' permissions to edit checklist templates. Speak to your administrator to change permissions.
Create a template from blank or choose from one of our pre-made checklist templates.
Even if you choose a pre-made template, you can edit it to fit your specific purpose.
Create new tasks by pressing "Enter". Add content to your tasks using the content icons on the right. Drag and drop the icon to add content to your task; you can add text, images, videos and files.
Use copy / paste to easily add multiple tasks at once.
As you are editing your template, Process Street will automatically save as you go. So if you accidentally click off or forget to save, your work will still be there as a draft.
Once you are ready to commit your draft to the live template, click Publish.
Checklists are single-use instances of templates. If you have a template for employee onboarding, you'd run a checklist for each employee, work through the process and then run another for the next employee.
Running a checklist creates a unique version with its own title that you can assign to your organization.
There are two ways to run a checklist.
Click on the name of a template you want to run a checklist from. In this case, the name of the template is Cash Flow Report.
The blue cards underneath the title are checklists, not templates.
Select 'run checklist' from the template view mode.
Click the 'run checklist' button from the dashboard.
You can add members of your organization or bring in external guests to any checklist.
To do this, simply click the "Add Members" button from the right menu when inside any checklist.
First, go into a checklist.
Once inside the checklist, click 'Add members...' as shown below. You'll be able to see the names of people already in your team. If you're adding a guest, just type the full email address and they'll be notified.
Once you run a checklist, you will see it represented as a blue card on your dashboard.
Cards show the name of the checklist, who is working on it, when it's due (hover over the clock icon in the top right of the card) and how much has been completed.
You can also see all the detailed actions in the activity feed. This includes new assignments, checks/unchecks, comments and more.
To view the activity of a particular template or checklist, open the right menu and scroll to the bottom.
To see all activity in your organization, go to the click the name of your organization on the top bar and go to the 'Activity' tab.
Easily invite team members and manage your organization from the top left menu.
Your current organization can be found in the top right of the screen. Click it to open the Organization management settings. Click "Members" to manage the members and guests in your organization.
There are two ways to edit an existing template:
1. Directly from the home screen, when filtering by tag or inside a folder.
2. From the template view mode
Remember, you must have 'can edit' permission to edit templates. If you don't, you must get access from your administrator.
You can also edit templates while they're open by clicking on the template name.
Inside the template, click 'Edit this template', as shown below.
If you're already on the home screen, filtering by tag or inside a folder, there's no need to go into the template to edit it. Just hover over the template and click the pencil icon to the right of its title.
Deleting a template is an irrecoverable action, so make absolutely certain you will never need to use the template or any checklist instances again.
You can schedule checklists to run in the future and repeat at any interval you wish.
We support daily, weekly, monthly and yearly recurring checklists.
To view your scheduled checklist, head over to the scheduled section from the Home screen or inside a folder.
There are three ways to schedule a checklist.
After clicking Scheduled as show above, you'll see the option to schedule a new checklist.
If your organization already has one or more scheduled checklists, click the grey card to start a new one.
After clicking on the name of the template you want to edit, click the arrow on the 'Run checklist...' button, then 'Schedule checklist...'
Choose the template, members, start and end dates of your checklist, as shown in the below screenshot.
View your upcoming scheduled checklists from the "Show scheduled" section on the dashboard.
By default, the dashboard is set to show all active checklists. Click 'Show scheduled' to view only scheduled checklists.
There are 3 different levels users can be which affect how much control they have in their organization.
If a user is an admin, they can see everything and editing permissions don't change that. For example, even if I had tried to limit the visibility of a template or checklist, an admin would be able to see and edit it. To control this, you must make the user a member instead.
Members, by default, have access only to templates and checklists in the Home folder — the one you'll go to by clicking Home in the top right corner of your screen. Members must be given access to templates, folders and checklists on an individual basis with permissions that we'll explore further down the task. To add users to individual checklists or templates without giving them control over anything, you must assign them as guests.
Guests can only see their own checklists or checklists they're directly assigned to. They can see nothing from the home screen or inside the folder of the template or checklist they're assigned.
Admins are the top level users in the organization. They have unlimited permissions and can view, edit, archive, delete, assign, etc., anything. They are the only users who can create universally visible templates on the Home screen. Only admins can make others admins.
Members are regular users in your organization. You can give them various permissions to different folders, templates and checklists. You can also add them to groups for easy permission control. Member's permission options include 'edit', 'can view' or 'can view own'.
Guests can only view their own checklists or checklists they're directly assigned. They are fully explained in the 'Use guests to work with clients' task.
'Can edit', 'can view' and 'can view own' are an extra layer of restrictions that apply only to particular folders or templates.
On top of the member and admin options, you can also specify how users can interact with certain folders and templates.
Here's how permissions work:
Users who can edit have the following privileges in the folder or template:
Can edit is the highest level of folder/template-specific permissions. It is reserved for members who have permission to edit templates, for example, managers.
When a user's permission level is set to 'can view', they have the following privileges in the folder or template:
Can view is the default permission level, and is enough for all members except those who actually create and edit the process templates.
'Can view own' gives users the following privileges in the folder or template:
Can view own would be useful for situations when users don't need to see each other's information. A good example would include HR processes with sensitive data — HR employees can see everything, while employees can only view their own.
If you want users to have more control, you will need to change the permission to can edit or can view.
Process Street allows you to give members different permissions to each template and folder so you can precisely control who sees and edits what.
Users have individual permissions for each folder. To edit permissions for a user, first go to the folder you want to give or restrict access to and click the cog, as shown below.
As an admin, you can edit permissions for users and groups by clicking the drop down menu:
Permissions can also be managed on a template-by-template basis.
To manage template permissions, first go into the template you want to manage.
Once inside, click 'Add members...' to manage permissions.
Once inside, you can add members and groups. It works in the exact same way as managing folder permissions.
Managing permissions on individual checklists is done by clicking 'Add members...' from the right menu of the checklist you want to manage.
First, click on the checklist you want to manage.
Once inside, click 'Add members...' to manage permissions.
When a user is added to a template with 'Can edit' or 'Can view', they inherit the permission to view its checklists. To see who has inherited permission to a checklist, click on it and then go to 'View all activity'.
Folders are used to manage templates, checklists and permissions for different sections of users, for example: HR, sales, finance, etc.
Admins can create new folders using the 'New...' button. All folders will be displayed on the Home screen since Process Street does not yet support subfolders.
To manage a folder, click the folder from the Home screen then click the cog.
When managing a folder, you can change the permissions of groups or users with the drop-down menus next to each name.
Delete a user by clicking the X next to their name.
Folders can be renamed or deleted from the Properties tab.
It's only possible to delete empty folders.
After selecting the template you want to move, click 'Move this template...' from the menu on the right.
You'll see a list of folders appear, like this:
Select the folder to move to, and you're done.
Guests are a way to bring outside people in to work on a single checklist.
Guests have very limited access and can see just the checklist they were assigned to, check items off, comment and add attachments.
You can add guests to templates, folders and checklists.
Adding guests is a way to work with your clients and customers without adding them to your Process Street organization.
You can assign out checklists to complete and communicate through @mentions and email notifications.
Guests are restricted to 'can view own' permission and can never have 'can edit' or 'can view' on templates or folders, or access to the All Company group.
In templates, guests can run their own checklists from templates they're assigned to and invite other guests to these checklists.
In folders, guests can see all templates but can only run their own and see their own checklists. They can't add other guests to the folder.
To add a guest, simply click the "Add members" button from the right menu of any checklist. You can add existing members from your organization, or add members by entering their email address.
New members added to a checklist by their email are automatically added as guests, and will only see that specific checklist.
Guests can only view the tasks and activity of the single checklist they have been assigned.
They can't create or edit existing checklists or see other user's activity.
Guests can be managed from the organization menu.
You must be an admin to manage guests.
You can promote guests to members or remove them.
Groups are used for organizing your members and making it easy to manage permissions.
Groups can be added to folders and templates, giving you a fast and consistent way of adding permissions
This way, when someone new joins a team, they can be given the same permissions as everyone else in the team, making sure there's no need to remember the specific permission levels once they're set up.
Admins can create groups by clicking the name of their organization (to the right of their thumbnail on the top bar), then clicking the 'New Group...' button.
The default group is the All Members group which all members are a part of.
After naming your group, it will appear empty on the list. To add users, click on the pencil icon next to the group you want to manage.
Add members to the group by typing their names, or guests by typing their email addresses.
To manage folder permissions between groups, first choose a folder.
To manage group permissions, click the cog inside the folder then select 'Manage this folder...'
To add groups and edit their permissions, just type the group name in and use the drop-down menu.
Go to the template you'd like to edit permissions for, then click 'Add members' from the right menu.
Once inside, you'll be able to add groups by typing the group name into the 'Add members' field, then edit permissions using the drop-down menu.
Process Street will, by default, send you email alerts on a few important activities.
You can also subscribe for more detailed notifications. Things like when a template is updated or archived, when anyone comments on a checklist or checks off an item.
You can find the detailed subscribe option in the menu on the right as show in the below image.
@mentions work in Process Street just like in any other app. If you want to alert a team member from inside Process Street, typing @ will bring up a list of team members you can direct your comments to.
You can reply to @mentions straight from your email app — no need to login into Process Street.
To mention someone, just type @ and select their name from the list.
Start checklists in Process Street and trigger actions in over 400 apps by using Zapier.
Zapier is a service that connects your apps together so they can automate tasks behind the scenes. An example of one thing you could do with Zapier is create a new Process Street checklist when a lead is added in Salesforce.
Zapier works by listening for events in one app, the automatically triggering an action in another.
For example:
If you want a full explanation about Zapier + Process Street, read this post announcing our Zapier integration and explaining how it works.
Click here to see 50 ways to integrate Process Street with your favorite apps
Process Street integrates with Microsoft's enterprise social network, Yammer.
Comments, attachments and @mentions feed into Yammer in the form of messages that can be shared, liked and commented on.
If your team already has either a Process Street or Yammer account, you can link the two.
Go to our Process Street for Yammer page and click “Login with Yammer”.
Anyone with a company email address can be added to the group and will be automatically added to a linked Process Street organization at the same time.
Click here to find out more.
By default, all Process Street activity will be sent to the All Company Yammer Group. To change this, first go into the template you wish to edit notifications for. In this instance, the template is called Cash Flow Report.
The blue cards underneath Cash Flow Report are checklists, not templates.
Use the option on the right menu of any template in a Yammer-connected organization.
You can connect Process Street to your Google account at sign-up by choosing 'Login with Google' on the login screen.
If you are a Google Work Administrator, You can also manage single sign-on across your organization by connecting your Google Work Organization with Process Street.
This will happen automatically if you login to Process Street with a Google Work account, you can also control permissions by adding Process Street as an app in your admin dashboard.
Click here to connect your Google Work and Process Street accounts
You can run multiple checklists at once using our 'Run multiple checklists' feature.
This is great if you want to assign checklists to various groups of people at once.
Examples could include assigning individual checklists to a team or assigning checklists to groups of 3 people for a class project.
Running multiple checklists is easy, just select "Run multiple checklists" from the template menu.
Multiple checklists must be ran by uploading a CSV file, or by pasting comma-separated values (CSV).
Use a CSV to import the following values for your checklists:
For example, run a checklist for your quarterly sales kickoff. Assign a checklist to each region.
And here's the result in Process Street:
Checklists can either be private (viewable only internally) or public. Setting checklist visibility to public allows you to share and embed it.
Checklists can be shared and made public with just a few clicks on Process Street.
To make a checklist public, hit the "Share" button and turn your checklist public.
Important: Once your checklist is public, it cannot be undone, so make sure there is no sensitive data on your checklist before you publish it publicly.
Click here to view an example public checklist.
Once the checklist is public, you can share it with the link or on social media to anyone on the internet.
Once a checklist is public, you can also embed it into your website, you can do this to share the content or to generate leads.
Here's how checklists look when they're embedded in a web page:
Our public checklists are responsive and look great on all devices.
You can capture leads straight to your autoresponder or CRM from checklists that you share and embed around the web.
To do this, first you need to publish a template publicly. Once the template is public, we give you the option to integrate your autoresponder or CRM webform straight into Process Street.
From there, anyone that creates an account with Process Street through a checklist you published, will be directly added into your lead capture tool.
For more information on lead generation with Process Street, check out How to Generate Leads over on the Process Street blog.
Here's an example of a page with an embedded checklist:
You can also lock your public checklists so people first need to enter their email before they can see the content behind.
This can significantly improve your conversion rates (we have seen up to 18%). But be careful, the power of the content lock should only be used for good!
To enable content lock, just tick the checkbox after you have entered your lead capture form as shown in the above video.
Visitors will only be shown the content lock once, once it is unlocked they will never see it again.
Here's an example of a page with a content lock checklist:
What autoresponders do you support?
We support all autoresponders and CRMs that give you a HTML webform that you can use to collect emails.
What fields can I collect?
Currently we only support email address. If you have more fields you want to collect we would love to hear about them. Just email us at support@process.st with your suggestions.
Process Street allows you to add pre-written emails like the one below to your process templates. You can have people simply click one button and a pre-written email will pop up that they can send off.
Go ahead and give it a try, click the "Send Email" button below.
P.S. If you are having issues using this widget, take a look at the below post on how to configure Gmail as your default client.
Use Tags to organize your checklists. Tags are created by tagging templates. If the tag doesn't exist, it will be created.
You can add new Tags from the 'New...' button and see the list of tags on the left.
Tags are global and work outside of folders. Clicking a tag from the Home screen will show all visible templates from all accessible folders.
Tags are managed by clicking the tag you want to manage, the cog next to its name, then 'Manage this tag...'
From this menu, tags can either be renamed or deleted.
To tag a template, first click on the name of the template you want to tag. In this case, the template is called Cash Flow Report.
Tag the template by typing in the 'Type tag name here...' box, and selecting a tag name from the drop-down menu.
When you've worked through a checklist and it's no longer necessary to keep it active, it's a good idea to archive it to keep your dashboard tidy.
Clicking 'Archive this template' when you're inside a template will archive the template and all checklists instances.
To archive a checklist, click on the checklist's blue card and choose 'Archive this checklist' from the right menu.
Note: Checklists can be archived independently of templates. Archiving a checklist doesn't mean the template is also archived.
To see archived content, click 'Show archived', accessed from the cog on the Home screen.
This takes you to archived view. To filter archived templates and checklists by folder, navigate there as you would normally.
To view only non-archived templates and checklists, click 'Stop showing archived', and return to normal view.
Process templates can be exported in two different ways — ZIP files and Word documents.
First, select the template you want to export.
For the purposes of printing, downloading the template as a Word document is easy and practical. Once you're inside the template you want to export, find the option on the menu, like below:
Here's an example of a template's task list exported as a Word document:
Each task, complete with content, is expanded separately underneath the task list.
Once the template is open in Word, you can print it out as you normally would.
If you'd rather download each image and file separately as opposed to having them embedded in a Word document, then choose the 'Export as ZIP'.
The ZIP file contains folders for files and images, as well as the text in a Word document.
Sorry, reporting is not here yet...
We plan to include a full reporting suite that will allow you to generate reports on employees, folders and processes to see your top performing staff and most inefficient processes.
You can modify your account settings by clicking the arrow next to your profile picture, then going into 'Profile & Settings'
Manage your organization as a whole when you want to add or remove members, change permissions, edit groups or rename your organization.
Once inside you can easily manage your members or invite new ones.
Click 'Groups' to edit group names and permissions.
Or change the name and organization industry by going into the 'Settings' tab.
Got questions? Speak with Process Street any time! Just click the link below and send us a message.
Access this user guide at any time from the menu in the top right.
