{"id":5647,"date":"2024-02-05T08:00:53","date_gmt":"2024-02-05T08:00:53","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/user-permissions\/"},"modified":"2026-06-04T10:15:36","modified_gmt":"2026-06-04T10:15:36","slug":"user-permissions","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/user-permissions\/","title":{"rendered":"Managing User Permissions"},"content":{"rendered":"<p>Managing your users\u2019 permissions is a great way to ensure the safety and confidentiality of your company\u2019s documentation and processes inside <a href=\"https:\/\/www.process.st\/\">Process Street<\/a>.<\/p>\n<p>By selecting a user role for each of your team members (Admin, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-member\/\">Builder<\/a>, User , or Guest), you can define their level of access to your organization.<\/p>\n<p>Furthermore, you can select permissions for them that allow you to have granular control over your <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow\/\">workflows<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">workflow runs<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/forms\/\">forms<\/a>, and <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">pages<\/a>.<\/p>\n<p><strong><em>Users: Only Admins can <a href=\"https:\/\/www.process.st\/help\/docs\/invite\/\">invite<\/a> users or change their user roles.<\/em><\/strong><\/p>\n<p><em><strong>View <a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1S6eKnPtmYz48UweVcfqHhcVW1W_qrkPocjYaxiBucII\/edit?usp=sharing\">all permission levels by feature<\/a>. <\/strong><\/em><\/p>\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/cDSLqlan2zw\" width=\"100%\" height=\"406\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><span data-mce-type=\"bookmark\" style=\"display: inline-block; width: 0px; overflow: hidden; line-height: 0;\" class=\"mce_SELRES_start\">\ufeff<\/span><\/iframe><\/p>\n<h2>How to manage user permissions<\/h2>\n<p>To manage top-level user permissions, you need to go to your <a href=\"https:\/\/app.process.st\/organizations\/manage\/users\" target=\"_blank\" rel=\"noopener\">organization manager<\/a>. Click your <strong>profile picture<\/strong> in the upper right corner of your screen, then click \u201c<strong>Settings<\/strong>\u201d and go to the <a href=\"https:\/\/app.process.st\/organizations\/manage\/users\">Users<\/a> tab to access this page.<\/p>\n<p><img decoding=\"async\" class=\"aligncenter size-full wp-image-9540\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role.png\" sizes=\"(max-width: 1566px) 100vw, 1566px\" srcset=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role.png 1566w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role-300x150.png 300w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role-1024x513.png 1024w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role-768x384.png 768w, https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/users-change-role-1536x769.png 1536w\" alt=\"change user role\" width=\"100%\" \/><\/p>\n<p>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, Builder, User, or Guest).<\/p>\n<p>The current selection is highlighted, so to change the user role, click on one of the remaining fields. You can promote a user from Guest to a User, a User to a Builder, or from a Builder to Admin (or back again) by clicking on the dropdown box shown above.<\/p>\n<p><em><strong>Note:<\/strong> On our <a href=\"https:\/\/www.process.st\/pricing\/\">paid plans<\/a>, when you promote a User or Guest to a Builder, you will pay for this person on a pro-rata basis (for the month or the year depending on which <a href=\"https:\/\/www.process.st\/pricing\/\">subscription<\/a> your organization is on).<\/em><\/p>\n<p>Users can be deleted from your organization entirely by clicking the <strong>remove user<\/strong> icon on the right-hand side.<\/p>\n<p><em><strong>Note:<\/strong> When you delete a user, they will immediately be unassigned from all workflow runs and tasks. <\/em><\/p>\n<h2>User Roles<\/h2>\n<p>There are 4 user roles \u2014 <strong>Admin<\/strong>, <strong>Builder<\/strong>, <strong>User<\/strong>, and <strong>Guest<\/strong> \u2014 which affect how much access members have in your organization and what they can see or do.<\/p>\n<h3>Admins<\/h3>\n<p>Admins are the top-level users in your organization. The person who creates your account will always be an admin and they can add more users as Admins.<\/p>\n<p>They have unlimited permissions and can create and manage <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">pages<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/forms\/\">forms<\/a>. They can also manage billing, and <a href=\"https:\/\/www.process.st\/help\/docs\/delete-workflow-runs\/\">delete<\/a> or <a href=\"https:\/\/www.process.st\/help\/docs\/recover-deleted-workflows-and-runs\/\">restore<\/a> deleted workflows, workflow runs, pages, and forms.<\/p>\n<p>Admins can see and do everything in your organization, no matter what permissions you have set on folders, workflows, workflow runs, <a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">tasks<\/a>, forms, or pages.<\/p>\n<p>To restrict a user\u2019s access in any way they must be either a Builder, a User, or a Guest.<\/p>\n<h3>Builders<\/h3>\n<p>Builders are people who need to create, edit, and manage your processes, like team managers or process managers. They can do everything Users can do, plus they have more access to folders, workflows, and workflow runs.<\/p>\n<p>You can also add builders to <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a> for easy permission control and <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">pre-assign them to tasks<\/a> in workflows.<\/p>\n<p>In addition, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builders<\/a> can be given different levels of permission on folders, workflows, <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">pages<\/a>, and <a href=\"https:\/\/www.process.st\/help\/docs\/forms\/\">forms<\/a>, giving you granular control over your content. For workflows and folders, there are four permission levels \u2014 or five on T5K plans, which add the <strong>Edit &amp; View Own<\/strong> level.<\/p>\n<p>These users are the next user level down from an admin and you pay for each user based on your chosen subscription plan.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builders<\/a>.<\/p>\n<h3>Users<\/h3>\n<p>Users are people who only need to work on tasks and workflow runs assigned to them, without changing anything in your organization. These could be employees working under a manager or individual contributors.<\/p>\n<p>They can do everything Guests can do plus they have controlled access to your library and its folders, workflows, and workflow runs. They can also access <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">Pages.<\/a><\/p>\n<p>You can also add Users to <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a> for easy permission control and <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">pre-assign them to tasks<\/a> in workflows.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-free-member\/\">Users<\/a>.<\/p>\n<h3>Guests<\/h3>\n<p>Guests are people who require limited access to your organization now and then. These could be your clients or vendors who occasionally need to fill out workflow runs or forms. They have their own login for your Process Street organization so you can assign them to tasks and view them in reports.<\/p>\n<p>Guests do not have access to <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">Pages<\/a> or your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a>.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">Guests<\/a>.<\/p>\n<h3>Anonymous access<\/h3>\n<p>Anonymous users are not an assignable organization role. They are external people who can interact with your workflow runs without logging in to a <a href=\"https:\/\/www.process.st\/\">Process Street<\/a> account.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/guest-anonymous\/\">anonymous access<\/a>.<\/p>\n<h2>Managing permissions<\/h2>\n<p>Process Street allows you to give builders different permissions to each folder and workflow, so you can precisely control who views or edits them.<\/p>\n<h3>Folder permissions<\/h3>\n<p>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\u2019t need to set permissions on a workflow-by-workflow basis.<\/p>\n<p>To manage folder permissions head to your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a>, <strong>click the cog<\/strong> next to your folder\u2019s name, then select \u201c<strong>Share<\/strong>\u201c. Then go to the <strong>Permissions<\/strong> tab.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16997\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/permissions-folder.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Here you can view and change the permission levels for users or <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">groups<\/a> that you see, invite new users, and set their permissions.<\/p>\n<p>As an <strong>Admin<\/strong>, you can <strong>change permissions<\/strong> for users and groups by choosing an option from the <strong>dropdown<\/strong> 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.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/folder-permissions\/\">folder permissions<\/a>.<\/p>\n<h3>Workflow permissions<\/h3>\n<p>You can manage workflow permissions for users and groups on a workflow-by-workflow basis.<\/p>\n<p>Start in your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a> and click the <strong>Permissions Visibility <\/strong>icons next to your workflow\u2019s name to be taken to the \u201c<strong>Permissions<\/strong>\u201d tab.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16998\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/permissions-workflow.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>From here you can add users and groups and set their permission levels, in the same way as you can when setting folder permissions.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-permissions\/\">workflow permissions<\/a>.<\/p>\n<h3>Workflow run permissions<\/h3>\n<p>You can manage workflow run permissions on a run-by-run basis.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14128\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/assign-to-workflow.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>By default, the person who ran the workflow is assigned to it (unless you have run it as a <a href=\"https:\/\/www.process.st\/help\/docs\/scheduled-workflow-runs\/\">scheduled workflow run <\/a>or via an <a href=\"https:\/\/www.process.st\/help\/kb\/integrations\/\">integration<\/a>). You can also change the default run assignee while <a href=\"https:\/\/www.process.st\/help\/docs\/running-workflows\/\">running the workflow<\/a>.<\/p>\n<p>To give more users or <a href=\"https:\/\/www.process.st\/help\/docs\/what-are-groups\/\">groups<\/a> permission to see this workflow run, open it and click \u201c<strong>Assign users<\/strong>\u201d from the right-hand menu.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/assigning-workflow-runs\/\">assigning users to workflow runs<\/a>.<\/p>\n<h3>Task Permissions<\/h3>\n<p>You can also manage user and group permissions on a task-by-task basis when <a href=\"https:\/\/www.process.st\/help\/docs\/editing-workflows\/\">editing your workflows<\/a>.<\/p>\n<p>You can choose the level of permission (visibility) you want to give different users or groups for certain tasks.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16999\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/permissions-task.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Learn more about setting up and using <a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">Task Permissions<\/a>.<\/p>\n<h3>Forms Permissions<\/h3>\n<p>You can manage who accesses your forms by setting individual form permissions.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17326\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/forms-permissions.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>You can manage these permissions from your library by clicking the <strong>Permissions Visibility<\/strong> icon next to your form name. Or you can go to your form and click on the icon in the top right corner to access permissions, as shown above.<\/p>\n<h3>Pages Permissions<\/h3>\n<p>You can manage access to your pages by setting individual page permissions.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"alignnone size-full wp-image-17327\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/pages-permissions.gif\" alt=\"\" width=\"1370\" height=\"722\" \/><\/p>\n<p>From your library, click the <strong>Permissions Visibility<\/strong> icon next to your page name. Or go to your page and click <strong>Share<\/strong> in the top right corner to access permissions, as shown above.<\/p>\n<h2>Viewing inherited permissions<\/h2>\n<h3>On Workflows<\/h3>\n<p>You can see which users have inherited permissions from a <strong>folder<\/strong> when you open up the <strong>workflow<\/strong> sharing modal, as shown below:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17000\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Permissions-inherited.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>A builder\u2019s permission level on a <b>workflow<\/b> determines what access they inherit on that workflow\u2019s runs:<\/p>\n<ul>\n<li><strong>Edit &amp; View All<\/strong> or <strong>View All<\/strong> \u2014 the builder can view <strong>all<\/strong> workflow runs.<\/li>\n<li><strong>Edit &amp; View Own<\/strong> (T5K plans) \u2014 the builder can edit the workflow but can only view workflow runs <strong>assigned to them<\/strong>.<\/li>\n<li><strong>Run<\/strong> or <strong>View<\/strong> \u2014 the builder can only see workflow runs <strong>assigned to them<\/strong>.<\/li>\n<\/ul>\n<h3>On workflow runs<\/h3>\n<p>To see who has inherited permissions on a workflow run, open it up.<\/p>\n<p>Next, click on \u201c<strong>Activity<\/strong>\u201d from the right-hand menu, and then select the \u201c<strong>Members<\/strong>\u201d tab to see the inherited permissions (either directly on the workflow run, the workflow, or the folder the workflow is housed in).<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14131\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/member-permissions.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>On forms<\/h3>\n<p>To see which users have inherited permissions to a form, click the permissions visibility icon next to its name in the library or click the share button in the top right corner when viewing a form.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17328\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/forms-permissions-inherited.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>A builder\u2019s permission level on a <b>form<\/b> determines what access they inherit on that form\u2019s responses:<\/p>\n<ul>\n<li><strong>Edit &amp; View All<\/strong> or <strong>View All<\/strong> \u2014 the builder can view <strong>all<\/strong> form responses.<\/li>\n<li><strong>Edit &amp; View Own<\/strong> \u2014 the builder can edit the form but can only view responses <strong>they submitted<\/strong>.<\/li>\n<li><strong>Respond<\/strong> or <strong>View<\/strong> \u2014 the builder can only see responses <strong>they submitted<\/strong>.<\/li>\n<\/ul>\n<h3>On pages<\/h3>\n<p>To see which users have inherited permissions to a page, click the permissions visibility icon next to its name in the library or click the share button in the top right corner when viewing a page.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-17329\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/pages-permissions-inherited.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<p>When a builder is added to a <b>page <\/b>with<strong> \u2018Edit &amp; View All\u2019 or \u2018Edit\u2019<\/strong>, they inherit the permission to<strong> edit, share and view <\/strong>the pages within.<\/p>\n<p>Users with <strong>\u2018View\u2019 <\/strong>permission can only view the page shared with them.<\/p>\n<h2>Review a user&#8217;s complete access with Access Explorer<\/h2>\n<p>To see everything a specific user has access to across your entire organization, use <a href=\"https:\/\/www.process.st\/help\/docs\/access-explorer\/\">Access Explorer<\/a>. It displays a tree view of all folders, workflows, forms, pages, data sets, and saved views that a user can reach\u2014along with their permission level for each item and whether access is inherited or direct.<\/p>\n<p>Access Explorer is especially useful for compliance audits, onboarding new team members, or troubleshooting access issues. Open a user&#8217;s profile in the organization manager and select <strong>Access Explorer<\/strong> to get started.<\/p>\n<p>Learn more about <a href=\"https:\/\/www.process.st\/help\/docs\/access-explorer\/\">Access Explorer<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Managing your users\u2019 permissions is a great way to ensure the safety and confidentiality of your company\u2019s documentation and processes inside Process Street. By selecting a user role for each of your team members (Admin, Builder, User , or Guest), you can define their level of access to your organization. Furthermore, you can select permissions [&hellip;]<\/p>\n","protected":false},"author":3,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings","footnotes":""},"ht_kb_category":[211,180],"ht_kb_tag":[204,210],"class_list":["post-5647","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-permissions","ht_kb_category-organization-management","ht_kb_tag-organization-management","ht_kb_tag-permissions"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5647","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb"}],"about":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/types\/ht_kb"}],"author":[{"embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/users\/3"}],"version-history":[{"count":17,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5647\/revisions"}],"predecessor-version":[{"id":10040,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5647\/revisions\/10040"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5647"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5647"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5647"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}