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 type for each of your team members (admin, full member, free member or guest) you can define the level of access they have to your organization.
Users: To invite users or change their user type 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” to access this page.
By default, this opens on the “Members & Guests” tab. From here you can view and control user types.
You can promote a user from guest to a free member, a free member to a full member, or from a full member to admin (or back again) by clicking on the dropdown box under user “Type”, as shown above. The current selection is highlighted in blue, so to change user type, click on one of the fields in white.
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 or a free member to a full member, you will pay for the full member pro-rata (for the month or the year dependent on which subscription your organization is on).
Types of users
There are 5 different types of users Admins, Full Members, Free Members, Guests and Anonymous users which affect how much access they have in your organization, and what they can see or do.
Anonymous users 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 a Process Street account to enter details into your workflow runs.
Learn more about anonymous users.
Guests can do everything an anonymous user 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.
Learn more about guests.
Free Members can do everything guests can do plus they have access to Pages, limited access to your Library and its folders, workflows and workflow runs.
As their name suggests, these users are free to invite to work in your organization.
Learn more about Free Members.
Full Members can do everything free members 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.
Learn more about Full Members.
Admins are the top-level users in your organization. The person who creates your account will always be an admin.
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 full member, a free member or a guest.
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.
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 Library, click the cog next to your folder’s name, then select “Assign members“.
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 in blue, so to change the permission level, click on one of the fields in white.
Learn more about folder permissions.
You can manage workflow permissions for users and groups on a workflow-by-workflow basis.
Start in your Library and click the three dots next to your workflow’s name (or click its name) to open the right-hand menu.
Next, click the “Share” button and by default, you are 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.
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.
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
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).