You may need to share your templates or checklists with other users, either inside or outside your organization.
Template sharing options:
- Assign members, groups, or guests to a template within your organization
- Create a Template Share Link
- Create a Checklist Run Link
- Make a template public so that it can be found on search engines
- Publicly embed it in other websites
Checklist sharing options:
- Assign members, groups, or guests to a checklist within your organization
- Create a Checklist Share Link
How to access the template sharing options
To access the options for sharing a template, first head to your Template Dashboard and search for the template you would like to share.
Next, click the three dots next to the name of the template to open the right-hand menu.
From there, click the “Share Template” button to bring up your template sharing options. You will see three tabs, for “Permissions”, “Share Link” and “Run Link” as shown above.
Assigning users to templates
Next you’ll need to consider how much access you would like them to have on this template.
Members or groups that you assign to your template can be given one of four permission levels, which you can select by using the dropdown shown above:
- Users or groups with ‘can edit and run‘ access can edit the template, run checklists and view any checklists created from it (this is the next level of permission down from an Admin)
- Users or groups with ‘can view and run‘ access can view the template, any checklist that has been created from the template, run new checklists, but cannot edit the template itself
- Users or groups with ‘can view own and run‘ access can only view the template, or checklists that have been assigned to them. They can also run new checklists
- Users or groups with ‘can view own‘ access can only view the template and any checklists that have been assigned to them
Guests only ever have ‘can view own‘ permissions.
Read more about how to assign users to templates.
Creating a template share link
A Template Share Link allows you to share your template with anyone inside or outside your organization.
Start from your Template Dashboard and click the three dots next to the template’s name.
Next, select “Share Template” from the right-hand menu and click the second tab in the pop-up window “Share Link”.
Start by selecting one of the three different permission levels for the Template Share Link:
- Only members of your organization with the link can view the template and create checklists
- Anyone with the link can view the template effectively a way to share your templates with “View only” access
- Anyone with the link can view the template and create checklists this allows users outside your organization to run shared checklists
Once you have chosen the permission level that you prefer, copy the share link by clicking the “Copy” button and send to whomever you like, or user it in another template to link your processes together.
Users outside your organization with a Process Street account can click “I want this for my business” to make a copy of the template in their own organization.
Learn more about Template Share Links.
Creating a checklist run link
Checklist run links allow a user to create a new checklist by clicking the link.
To create a Checklist Run Link, open the template menu, select “Share Template” and click the third tab in the pop-up window “Run Link”.
Start by selecting one of the two different permission levels for the Run Link:
- Only organization members can create a new checklist from your template
- Anyone can create a new checklist from your template
You can also add details into the run link so that some of the fields in your checklist are filled out when it is created. Learn how to do this when creating Checklist Run Links and using Integration Links.
Making a template public
If you would like your templates to be available on search engines, you can make them public. This option also allows you to embed the template in a website or another app.
To make a template public, open the template menu, click “More Options”, and then “Add to Public Library”.
Click “I want it to be public” to finish.
Note that once a template has been made public, there is no way to make it private again!
You can identify public templates in your Template Dashboard or folders, as shown below.
Learn more about how to create public and embedded templates.
How to share a checklist
You can share checklists with anyone inside or outside your organization.
Start from your Checklist Dashboard and search for the checklist you would like to share.
Open the checklist and hit the button next to “Share Link” button in the right-hand menu. The default setting is “Off”, so click here to turn the share link “On”. Copy the link and send it to whomever you choose.
Learn more about Checklist Share Links.
Once you have shared a checklist with a member of your organization, or a guest, they are might need to know how to use Process Street. You can share these articles with them, to help them get started: