Collaborate with Guests and People Outside Your Organization

We’re often asked for the best ways you can collaborate with people from outside of your organization, whether that’s with clients, with customers, with freelancers or if you’re a teacher, with your students. You’ll be pleased to know that here at Process Street, we have a number of ways to help you achieve this.

In this article, we’re going to cover:


 

How to collaborate with guests

You can invite someone as a guest into your Process Street organization, to work on a specific task, a set of tasks or a whole checklist. This is especially useful if there’s only a small part of a process that you’d like someone to complete, or if they are only occasionally required to complete a specific task. The good news is that you don’t have to pay for guests’ access, as you’re allowed 5 guests per paid member of your organization, helping you focus your budget on the places where you need it the most.

Let’s look at a couple of examples of how you might work with guests.

Inviting your bookkeeper to work on your accounts payable process

You’ve completed a purchase order from a vendor and you need your bookkeeper to action some of the steps in your Accounts Payable process. Your bookkeeper doesn’t need everyday access to Process Street, and you’ve previously added them as a guest to your organization. You can assign them to the tasks you need them to complete once the checklist has been run, or you can assign them to the whole checklist and ask them to fill out the specific tasks you need.

Pro Tip: You can use Stop Tasks on our Standard plan, to only send notifications to the bookkeeper when the previous task has been checked off. This means they are able to come in and complete their tasks at the time you need them.

Asking your maintenance person to update on a job they’ve completed

You’re a property manager with a busy schedule and you’ve heard that your maintenance contact has completed some work at one of your owners’ properties. Keeping the owner up to date with everything that’s been done is crucial to maintaining your relationship, so you need your maintenance person to submit details of the work undertaken, with photos and videos so that you can pass these on. You run a maintenance report checklist, where all these details can be uploaded, and assign your maintenance person to that checklist so that they have ownership of the process. You can also communicate with them via the comments field at the bottom of each task.


 

Creating a share link from either a template or a checklist, lets you share them with someone from outside of your organization. The great thing about using share links is, that whoever you’re sharing with doesn’t need a Process Street account, to either run a checklist from your template or to fill in and complete that checklist.

The person you’ve shared with completes their work anonymously, and you can track what progress they’ve made, or what files they’ve uploaded, in the template overview.

Let’s run through some use cases where you might use Share Links.

You’re running a remote training course for 5 people to teach them some tips and tricks to become better marketers. You’ve already gathered their contact details and email address and now you’re ready to set them off on the training program.

Each person has their own, named checklist to work on and once you’ve switched on the checklist share link, you can email it to them individually to allow them to get started. They complete the checklist, and you can give them feedback and answer questions via the comments, or send them another checklist share link to continue the training program.

Pro Tip: You could add a Run Link to save time getting them onto the next stage of the training – more on this below.

You work with a handful of freelancers to help you create new and exciting content for your website. To help manage their incoming suggestions, you’ve created a Blog Ideas Processing template, which you have shared with them via a template share link.

This way, each time they have a new idea for a blog post, they run a new checklist from that template and follow the process to outline their proposal. This means that all your freelancers are following the same structured approach and you are able to manage your workload more effectively.


 

Checklist Run Links allow you to quickly run a new checklist without having to search out the correct template and hit the ‘run checklist’ button (or to find a checklist and manually switch on the share link) both of which save you heaps of time. There are lots of instances where this is useful, for example, to link together multiple processes, to send a checklist to a customer to complete via email, to integrate with other apps such as your CRM or Support System or to send as a survey to your email list.

Ready for some more examples? Here’s how you might incorporate Run Links into your work.

Sending out a survey to lots of recipients

You have 300 people to send your latest survey to and you’ve finished writing out the survey out in a Process Street template. Once you’ve clicked on the run checklist link from the template view, you now set the permission to “Anyone can create a new checklist” and you’re good to send out the link. The great thing about using this feature is that the recipients of your email don’t even need a Process Street account to fill out the survey, and the template acts as your form so no need to use additional software.

Pro Tip: You can paste a Run Link into a website form field and this will allow you to use that link as a variable to send in emails or in content text fields within your checklist.

Onboarding a large number of people

You are onboarding a huge number of new recruits and you have multiple stages to the onboarding and training process for them to complete. At the end of each stage of training, you add a run link which allows them to seamlessly move from one stage to the next. This is easily achieved if you put the run link in the last task of the preceding checklist. They click on the link, a new checklist is created from your chosen template and they carry on with their training.


 

Setting permissions

Before you get started inviting guests to work on your checklist, or before you start sending out share links, there are a few things you should consider with regards to permissions. By setting permissions, you can give your users access to segments of your organization rather than the whole thing, and even separate out what each user can see and work on.

How to set permissions for guests

Guests can only see and interact with templates and checklists they are assigned to, and by using permissions you can control this still further. For example, as we mentioned above, you might not want a guest to see a whole checklist, especially if there are only a handful of tasks you’d like them to work on, or if you prefer to keep parts of that checklist confidential.

Task Permissions and Role Assignments allow you to switch on and off access to certain tasks so that guests can only see and work on the tasks that you’d like them to see and nothing else.

Note: Task Permissions and Role Assignments features on our Standard Plan.

You can control user permissions on a template-by-template basis and this allows you to set permissions on template share links. On a Template Share Link you can set one of three different permission levels.

  • Anyone with the link can view the template and create checklists (or import the checklist into their own organization by clicking ‘Import Template’)
  • Anyone with the link can view the template (or import the checklist into their own organization by clicking ‘Import Template’)
  • Only members of your organization with the link can view the template and create checklists

When you share a checklist you can share it with anyone you like. The person you share it with will be able to complete the checklist, fill in form fields, upload files, and add comments. You don’t have to assign them to the checklist, so they don’t even need a Process Street account to work on it, although you may want to set the permissions on the checklist before you send it.


 

We’ve used a number of examples above which hopefully got your gears turning and ready to get started on testing out some of these features for yourselves.

For more in-depth help on any of the features mentioned above, you can search our comprehensive Knowledge Base, find video tutorials on our Youtube Channel. You can also reach out to our Customer Success team for more help and support.

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