Managing User Permissions

user-permissions-header

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. To do so, click the name of your organization in the top right of your dashboard view.

Note that you will need to have admin privileges in order to see this page.

user-permissions-org-name

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.

user-permissions-delete-user

Members and admins will be displayed in the “Members” tab on this page and guests will be in the “Guests” tab. To promote a user to admin privileges simply tick the box provided; the reverse is true if you want to demote an admin to be a member once more.

Members can be demoted to guests by clicking the downward-facing arrow next to the admin tick box. Similarly, guests can be promoted by clicking the upward-facing arrow in the same place in the “Guests” subtab.

Finally, users can be deleted from your organization entirely by clicking the “X” at the far right of their entry.

Types of users

There are 3 different levels users can be which affect how much control they have in their organization.

Admins

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

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 for easy permission control.

  • by default, have access only to templates and checklists in the Home folder — 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.

Guests

Guests can only view their own checklists or checklists they’re directly assigned. Read the full article on guests here.

They can see nothing from the home screen or inside folders other than the template or checklist they’re assigned to.

Member permissions

Members permissions can be further controlled using ‘can edit’, ‘can view’ and ‘can view own’ permissions that apply only to particular folders or templates.

Here’s how member permissions work:

Can edit

Users who can edit have the following privileges:

  • Create new templates and sub-folders in the stated folder.
  • Edit anything in the stated folder or template
  • View all checklists in the stated folder or of the stated template

Can edit 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

When a user’s permission level is set to ‘can view’, they have the following privileges:

  • View all checklists in the stated folder or of the stated template
  • Run new checklists off templates in the stated folder or of the stated template
  • Check or uncheck tasks on any of those checklists
  • Add and remove assignees from checklists

Can view is the default permission level, and is enough for all members except those who actually create and edit the process templates.

Can view own

‘Can view own’ gives users the following privileges:

  • View and work through checklists they’re assigned to
  • Run checklists only they can see from stated folder or template

Can view own would be useful for situations when users don’t need to see each other’s information. A good example would include HR processes with sensitive data — HR staff can see everything while employees can only view their own.

If you want users to have more control, you will need to change their permission to “can edit” or “can view”.

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”.

user-permissions-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).

user-permissions-folder-permissions

Giving permission in templates

Permissions can also be managed on a template-by-template basis.

To manage template permissions, you need to click the “Assign members” button in the template’s menu.

Open this menu by either clicking the cog next to the template’s name in your dashboard

user-permissions-template-cog-permission

… or open up the template in view mode by clicking its name.

user-permissions-template-view-add-members

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.

user-permissions-click-checklist

Once inside, click ‘Assign users…’ to manage permissions.

user-permissions-add-members-checklist

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.

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.

From here you can select to set different permissions for your members, guests and for users accessing the checklist via the checklist share-link.

You can learn more about controlling task permissions by clicking here.

Viewing inherited permissions

When a user is added to a template with ‘Can edit’ or ‘Can view’, they inherit the permission to view its checklists. To see who has inherited permissions on a template, click the cog next to its name in your dashboard and then click on the activity tab.

Next scroll to the bottom of the activity tab and click “View all activity”.

user-permissions-view-all-activity

Finally, click on the “Members” tab to see the inherited permissions.

user-permissions-activity-members-tab

Was this article helpful?

Related Articles