Access Explorer

Access Explorer gives administrators a complete view of any user’s permissions across the organization. Instead of checking folders and workflows one by one, open a user’s profile and see every item they can access — folders, workflows, forms, pages, files, data sets, and saved views — displayed in a single tree.

Note: Access Explorer is available to Administrators only.

Open Access Explorer

1. Go to Organization Settings.
2. Select Members.
3. Click on the user whose access you want to review.
4. Select the Access tab in their profile.

The access tree loads, showing every item the selected user has access to.

Read the access tree

The access tree displays items in a hierarchy that mirrors your organization’s folder structure. Each item shows the user’s permission level next to it.

Permission levels

The access levels displayed in the tree depend on the item type. For workflows and folders, you may see:

• Edit & View All — Full editing access to the item. Can view all workflow runs or folder contents.
• Edit & View Own — Editing access to the item, but can only view own or assigned runs and responses.
• View All — Can view the item and all its contents, including all workflow runs.
• Run — Can create and manage workflow runs, and view assigned runs.
• View — Can view the item but not edit or run it.

Other item types use variations of these levels:

• Forms use Edit & View All, Edit & View Own, View All, Respond, and View.
• Pages, files, data sets, and saved views use Edit and View.

Inherited vs. direct access

Access Explorer distinguishes between two types of access:

• Direct access — Permission granted to the user on that specific item.
• Inherited access — Permission passed down from a parent folder. For example, if a user has Edit & View All access to a folder, they inherit Edit & View All access to the workflows inside it.

This distinction helps you identify where a permission originates, which is useful when troubleshooting access issues or preparing for compliance audits.

Expand and collapse the tree

Use the expand and collapse controls to navigate the tree:

• Click the arrow next to any folder to expand or collapse it.
• Use Expand All to open the entire tree at once.
• Use Collapse All to return to the top-level view.

What Access Explorer covers

The tree includes permissions for the following item types:

• Folders
• Workflows
• Forms
• Pages
• Files
• Data sets
• Saved views

FAQ

Can I change a user’s permissions from Access Explorer?

No. Access Explorer is a read-only view. To change permissions, go to the item directly and update its sharing settings. Learn more about setting permissions.

Why does a user have access to something I didn’t explicitly share?

The user likely has inherited access from a parent folder. Check the access tree — inherited permissions are labeled separately from direct ones.

Who can use Access Explorer?

Only Administrators can access this feature.

For more information on managing permissions, see How can I set permissions? and Managing user permissions.

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