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Managing User Permissions

Managing User Permissions

Managing your users’ permissions is a great way to ensure the safety and confidentiality of your company’s documentation and processes inside Process Street.

By selecting a user role for each of your team members (Admin, Member, Guest (Internal), or Guest (External)) you can define the level of access they have to your organization.

Further still, you can select permissions for members that allow you to have granular control over your folders, Workflows, Workflow runs, and Pages.

Users: To invite users or change their user role you will need to be an Administrator.

How to manage user permissions

To manage top-level user permissions, you will need to open your organization manager. Click your profile picture in the upper right corner of your screen, then click “Settings” and go to the Members & Guests tab to access this page.

You will see an entry for each user in your organization, and to the right of the entry will be a display of their current user permission level (either Admin, Member, Guest (Internal) or Guest (External)).

You can promote a user from Guest(External) to a Guest (Internal), a Guest (Internal) to a Member, or from a Member to Admin (or back again) by clicking on the dropdown box shown above. The current selection is highlighted, so to change the user role, click on one of the remaining fields.

Users can be deleted from your organization entirely by clicking the remove user icon on the right-hand side.

Note: When you delete a user, they will be immediately unassigned from all Workflow runs and tasks. And on our paid plans, when you promote a Guest (Internal or External) to a Member, you will pay for the Member pro-rata (for the month or the year dependent on which subscription your organization is on).

User Roles

There are 5 different user roles AdminsMembers, Guest (Internal), Guest (External) and Guest (Anonymous), which affect how much access they have in your 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 more granular permission control on folders, Workflows, and Pages.

Guest (Anonymous)

Guests (Anonymous) have the most limited access to your Workflow runs and tasks. They are typically external people who are not part of your organization on a day-to-day basis.

They don’t need to login to a Process Street account to enter details into your Workflow runs.

Learn more about Guest (Anonymous).

Guests (External)

Guests (External) can do everything a Guest (Anonymous) can do, plus they can view Workflow runs or tasks they are directly assigned to. They have their own login for your Process Street organization and you can view their name.

Guests (External) do not have access to Pages or to your Library.

Learn more about Guests (External).

Guests (Internal)

Guests (Internal) can do everything Guests (External) can do plus they have access to Pages, limited access to your Library and its folders, Workflows and Workflow runs.

Learn more about Guests (Internal).


Members can do everything Guests (Internal) can do, plus they have more access to folders, Workflows and Workflow runs. These users are the next user level down from an admin and you pay for each member based on the subscription plan you have chosen.

You can also add members to groups and folders for easy permission control and pre-assign them to tasks in Workflows.

Learn more about Members.


Admins are the top-level users in your organization. The person who creates your account will always be an admin.

They have unlimited permissions and can create and manage groups and folders, manage billing, create Pages and delete or restore deleted Workflows and Workflow runs.

Admins can see and do everything in your organization, no matter what permissions you have set on folders, Workflows, Workflow runs, or tasks.

To restrict a user’s access in any way they must be either a Member, a Guest (Internal) or a Guest (External).

Managing member permissions

Process Street allows you to give members different permissions to each folder and Workflow, so you can precisely control who views or edits what.

Folder permissions

You can set individual permissions for users and groups in folders, on a folder-by-folder basis. This effectively sets the same permission level on any Workflows contained in that folder, so that you don’t need to set permissions on a Workflow-by-Workflow basis.

To manage folder permissions head to your Libraryclick the cog next to your folder’s name, then select “Share“. Then go to the Permissions tab.

Here you can view and change the permission levels for users or groups that you see and invite new users and set their permissions.

As an admin, you can change permissions for users and groups by choosing an option from the dropdown menu next to a user or group (as shown above). The current selection is highlighted, so to change the permission level, click on one of the remaining fields in the dropdown.

Learn more about folder permissions.

Workflow permissions

You can manage Workflow permissions for users and groups on a workflow-by-workflow basis.

Start in your Library and click the Permissions Visibility icons next to your Workflow’s name to be taken to the “Permissions” tab.

From here you can add users and groups and set their permission levels, in the same way as you can when setting folder permissions.

Learn more about workflow permissions.

Workflow run permissions

You can manage Workflow run permissions on a run-by-run basis.

By default, the person who ran the Workflow is assigned to it (unless you have run it as a scheduled Workflow run or via an integration). You can also change the default run assignee while running the Workflow.

To give more users or groups permission to see this Workflow run, open it and click “Assign users” from the right-hand menu.

Learn more about assigning users to Workflow runs.

Task Permissions

You can also manage user and group permissions on a task-by-task basis when editing your Workflows.

You can choose to give permission (visibility) on certain tasks to different users or groups or switch task visibility off for them on other tasks.

Learn more about setting up and using Task Permissions.

Viewing inherited permissions

On Workflows

You can see which users have inherited permissions from a folder when you open up the Workflow sharing modal, as shown below:

When a member is added to a Workflow with ‘Edit’ or ‘View All’, they inherit the permission to view its workflow runs.

Members with ‘Run’ or ‘View’ permission can only see the Workflow runs assigned to them.

On Workflow runs

To see who has inherited permissions on a Workflow run, open it up.

Next, click on “Activity” from the right-hand menu, and then select the “Members” tab to see the inherited permissions (either directly on the Workflow run, the Workflow, or the folder the Workflow is housed in).

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