Managing the permissions of your users is a great way to ensure the safety and confidentiality of your templates and checklists.
By assigning each user as an admin, member or guest you can give your users access to segments of your organization rather than the whole thing, and even separate what each user can see and what they can edit.
How to manage user permissions
To manage user permissions, you will need to open the organization manager. (You can click the name of your organization in the top right of your dashboard to access this).
Note: You will need to be an administrator to be able to see this page.
Once the manager is open you can control user permissions by viewing the “Members & Guests” tab. There will be an entry for each user in your organization, and to the right of the entry will be a display of their current permission level.
To change a user from guest to member, or member to admin (or back again) click on the dropdown box under “type” and make your selection.
Users can be deleted from your organization entirely by clicking the “X” on the right.
Types of users
There are 3 different main types of users Admins, Members and Guests, which affect how much control they have in the organization, and what they can see or do.
In addition to this, Members can be given one of four separate levels of permission, which gives you even more flexibility in your team. For example a member with “can edit” access might be a team leader who you need to manage templates, whilst a member with “can view own and run” might be an assistant who just needs to run checklists.
Admins are the top level users in the organization. They have unlimited permissions and can view, edit, archive, delete, assign, etc.
- Can create universally visible templates on the Home screen
- Invite paying members and promote others to be an admin
- See everything, no matter the permissions you have set
For example, even if you try to limit the visibility of a template or checklist, an admin would be able to see and edit it. To restrict a user’s access at all, you must make them a member instead.
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 or folders for easy permission control.
- By default, members have access only to templates and checklists in the Home screen – the one you’ll go to by clicking Home in the top left corner of your screen.
- Members must be given access to templates, folders and checklists on an individual basis.
Member permissions can be further controlled by choosing ‘can edit & run‘, ‘can view & run‘, ‘can view own & run‘ or ‘can view own‘ levels. These can be applied to folders or templates, giving your team selected permission based on their roles or what they need to work on.
- Can edit & run is the highest level of folder/template-specific permissions. It is reserved for members who have permission to edit templates, for example, managers.
- Can view & run is the default permission level, and is enough for all members except those who actually create and edit the process templates.
- Can view own & run restricts a members access to the Inbox, Template Overview and Checklist Dashboard. They can only see what they’ve been assigned to and not the whole organization.
- Can view own is the lowest member permission level. It would be useful for situations when users don’t need to see each other’s information, for example with HR processes that include sensitive data — HR staff can see everything while regular employees can only view their own.
Here are the member permission levels in full:
Guests can only view their own checklists or checklists they’re directly assigned to. They can see nothing from the home screen or inside folders other than the template or checklist they’re assigned to.
Here are the guest permission levels in full:
Anonymous users are not part of your organization and they don’t need a Process street account to complete tasks in checklists. Learn more about anonymous users.
Managing member permissions
Process Street allows you to give members different permissions to each template and folder so you can precisely control who sees and edits what.
Giving permission in folders
Users have individual permissions for each folder. To edit permissions for users assigned to a folder, first, go to the folder you want to give or restrict access to, click the cog next to its name in your dashboard, then click “Change folder settings”.
As an admin, you can edit permissions for users and groups by choosing an option from the dropdown menu next to a user (can edit, can view or can view own).
Giving permission in templates
Permissions can also be managed on a template-by-template basis.
To manage template permissions, you need to click the “Share template” button in the template’s menu.
Open this menu by either clicking the cog next to the template’s name in your dashboard…
… or open up the template in view mode by clicking its name. Once inside, you can add members and groups. It works in the same way as managing folder permissions.
Giving permissions in checklists
Managing permissions on individual checklists is done by clicking ‘Add members…’ from the right menu of the checklist you want to manage.
First you need to open the checklist. Do this by clicking the cog next to the parent template’s name in your dashboard, then scrolling to the bottom of the right-hand menu and clicking the checklist you want to open.
Once inside, click ‘Assign users…’ to manage permissions.
Giving permission on tasks
Permissions can also be managed on a tasks inside of the template editor. You can choose to give permission on tasks to your different users.
Note: Task Permissions are a feature on our Standard plan.
Navigate to the template editor.
Once in the template editor, select a task you would like to control the permission on. You can control the permission by selecting the permission option on the right hand side.
Learn more about controlling task permissions.
Viewing inherited permissions
When a member is added to a template with ‘Can edit & run’ or ‘Can view & run’, they inherit the permission to view its checklists. Members with ‘Can view own & run’ can only see the checklists assigned to them.
To see who has inherited permissions on a checklist, click on a checklist. Next click on “recent activity” and finally, click on the “Members” tab to see the inherited permissions.