In this lesson we’re going to cover:
- What collaborating means in Process Street and how to get started
- How to get set up step-by-step
- What to do if you get stuck
- What’s possible when you start collaborating
Estimated time for this lesson ~ 30 minutes
This lesson is part of our onboarding program. Find out more about what you’ll learn from the program when you’re getting started.
What is collaboration?
In simple terms, collaboration is the process of two or more people or organizations working together to complete a task, or to achieve a goal.
There are lots of different ways that you can collaborate with people both inside and outside your Process Street organization. This could be a collaboration with existing or new team members, with clients, customers, freelancers, virtual assistants… basically anyone that you might need to have work on a workflow run or a workflow. In some cases they won’t even need a Process Street account.
Here are some examples of how you might collaborate with others:
- Asking a potential new hire to submit their references for your HR team to follow up on
- Sharing your blog post-production workflow with freelancers so that they follow the same process each time they write a new post
- Asking a new client to fill out their contact details in a workflow run so that you can add them to your CRM
- Gathering images, videos and a report from property inspections, so that you can follow up with the owners
- Collecting information from hundreds of new people with one link so you can add them to your mailing list
We collaborate and interact with people in more ways than you think… in fact, once you start thinking about it, why would you not collaborate with others? Here are some of the many benefits of collaborating with people:
- Consistency in transferring knowledge
- Higher productivity and accountability
- Improved communication
- Possibility for remote training and remote working
- Increased profitability. Who doesn’t want that right?
Check out our webinar for some great use cases and different ways to collaborate:
Adding collaborators step by step
First up you’re going to need some people to collaborate with; think about adding any team members, managers, virtual assistants, customers, clients, students, vendors, partners, or freelancers that you’d like to work with.
Note: If you are on a paid plan (Pro/Enterprise) Admins and Full Members are paid seats in your Process Street account. On the free plan, you can have up to 5 Admins or Full Members, and on all plans, you can have unlimited Free Members and Guests.
How to invite and manage users
How to add and use groups
- What are groups?
- Creating and managing groups
- What is the “All members” group?
- Using Inbox to view and work on workflow runs & tasks assigned to groups
Pro Tip: The All members group is a default group in all Process Street organizations and will be assigned to each new folder you create by default. You can delete this group if you like, and replace it with new, more specific groups that suit your business.
Get organized with folders
Creating folders (and sub-folders) helps you store and organize your workflows by category, by department or in any way you prefer.
Pro Tip: Since folders (and workflows) are displayed in alphabetical order by default, you can rename them or prefix them with numbers, to help show them in the order you want.
Once you’ve added your collaborators, you can set permission levels to give different access to different users or groups.
Think of permissions as giving someone the ability to view something. If you turn the permission on, they can see it but if you turn it off, they cannot.
- Managing user permissions
- Assign users, groups or guests to an active workflow run: Workflow run user permissions
- Assign users, or groups to a workflow, and change user permission levels: Workflow user permissions
- Assign users to groups and manage their permission levels: Group permissions
- Assign users, groups or guests to folders, and manage their permission levels: Folder user permissions
- Setting permissions on tasks for members, groups, roles and guests: Task permissions
Now that you have collaborators with permissions set in your organization, you can start sharing your workflows and workflow runs.
- Sharing overview
- Send a workflow run to anyone you like (including people without a Process Street account): Share a workflow run | Workflow run sharing video | Workflow run links | Workflow run links video
- Send a workflow share link so that someone can either view your workflow, run your workflow or download that workflow to their own organization: Sharing a workflow
- Share a public workflow or embed it into your website: Public workflows
Pro Tip: If you want to follow someone’s progress when they complete a workflow run, invite them as a free member or a guest. If you only want to collect their responses, you don’t need to invite them into your organization. You can send them a workflow run link and they appear as an anonymous user.
Note: You can create workflow run links from your workflow runs, as well as from the workflow share menu.
Not sure or got stuck?
There are so many questions that could come from any of these topics, so the best thing to do if you’re not sure about something we’ve discussed here is to reach out to our Process Pros Team for support.
What is possible when you start collaborating
Once you start collaborating with other people, you’ll soon find that it opens up lots of possibilities and adds all kinds of value to your business: Your team have clear instructions to follow and are more accountable for their work, your internal and external communication improves, you save time having other people complete workflow runs, and ultimately you may start to see your business become more profitable.
We’re not joking! Many of our customers have told us that using Process Street frees up valuable time and allows managers and team members to focus on higher leveraged activities. Win win!
- Pick one process (workflow) that you’re comfortable with and think about which admins, members or guests need to work with you on this process
- Add those users
- Set their permission levels accordingly
- When you’re ready, share that workflow or workflow run with them
- Head to another workflow and repeat
- Monitor the progress of the workflow runs in your Reports area
- Read our help article on collaborating with guests and people outside your organization
- Why You Should Unleash Team Collaboration and How to Do It
- 23 Collaboration Tools Used by the World’s Most Efficient Teams & Creatives
- Browse our ready-made workflow templates
- Need some help? Ask our Process Pros Team for support
Once you’ve added new members and new guests, they’re going to need to know how to use Process Street. You can share these articles with them:
- Using Process Street as a Full Member
- Using Process Street as a Free Member
- Using Process Street as a Guest