{"id":5728,"date":"2023-01-23T08:00:05","date_gmt":"2023-01-23T08:00:05","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/workflow-permissions\/"},"modified":"2026-05-08T09:58:36","modified_gmt":"2026-05-08T09:58:36","slug":"workflow-permissions","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/workflow-permissions\/","title":{"rendered":"Managing Workflow User Permissions"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">Set <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">permissions<\/a> on a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow\/\">workflow<\/a>-by-workflow basis to control who can access, view, or edit each workflow in your organization.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This ensures that the right people have the right level of access and only to the workflows relevant to them.<\/span><\/p>\n<h2><b>Why Use Workflow-Level Permissions?<\/b><\/h2>\n<p><span style=\"font-weight: 400;\">Workflow permissions give you granular control. For example:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Let your <\/span><b>Sales team<\/b><span style=\"font-weight: 400;\"> access only Sales workflows<\/span><span style=\"font-weight: 400;\"><br \/>\n<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Let <\/span><b>HR<\/b><span style=\"font-weight: 400;\"> manage HR processes, without viewing other teams&#8217; workflows<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Share a specific workflow with a <b>User<\/b> or <b>Guest<\/b> without giving them access to your full Library<\/span><\/li>\n<\/ul>\n<p><b><i>Users: You must be an Administrator or a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builder<\/a> who has been given <\/i><\/b><b><i>\u2018edit\u2019<\/i><\/b><b><i> permission to manage workflow permissions.<\/i><\/b><\/p>\n<p><strong><em>View <a href=\"https:\/\/docs.google.com\/spreadsheets\/d\/1S6eKnPtmYz48UweVcfqHhcVW1W_qrkPocjYaxiBucII\/edit?usp=sharing\">all permission levels by feature<\/a>.\u00a0<\/em><\/strong><\/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><\/iframe><\/p>\n<h2>How to manage Workflow user permissions<\/h2>\n<p>Start in your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a> and click the three dots next to your Workflow&#8217;s name to open the dropdown menu. From there click &#8220;<strong>Share<\/strong>&#8220;.<\/p>\n<p>When the pop-up window opens click on the <strong>&#8216;Permissions&#8217;<\/strong> tab.<\/p>\n<div style=\"width: 1280px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5728-1\" width=\"1280\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/workflow-permission-settings.mp4?_=1\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/workflow-permission-settings.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/workflow-permission-settings.mp4<\/a><\/video><\/div>\n<p><strong>Pro Tip:<\/strong> You can also click on the permission icons next to your Workflow&#8217;s name in the library. This would open the pop-up window in the <strong>&#8216;Permissions&#8217;<\/strong> tab by default.<\/p>\n<div style=\"width: 1280px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5728-2\" width=\"1280\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/permissions-via-visibility-icons.mp4?_=2\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/permissions-via-visibility-icons.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/permissions-via-visibility-icons.mp4<\/a><\/video><\/div>\n<p>To invite a new user or group, type their email address or name in the provided field and click their name to add them, as shown below. If they are a new user in your organization, click &#8220;<strong>Invite<\/strong>&#8221; to send an invite to them via email.<\/p>\n<div style=\"width: 1280px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5728-3\" width=\"1280\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/add-user-to-workflow.mp4?_=3\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/add-user-to-workflow.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/add-user-to-workflow.mp4<\/a><\/video><\/div>\n<p>Once a user or <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">group<\/a> has been added to your Workflow, the <em>default permission setting is &#8220;View All&#8221;<\/em>. You can change their permission level by clicking this field and selecting the permission level you would like them to have.<\/p>\n<h2>Workflows in folders<\/h2>\n<p>If you move your Workflows into a folder, note that the <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-the-all-members-group\/\">&#8220;All Organization&#8221; group<\/a> is added to each new folder you create by default. This means that all your builders can see the Workflows in that folder unless you remove that group.<\/p>\n<p>If you see that there are folder permissions set in the view shown above, you will be unable to change that from here. You will need to go to the folder to change the\u00a0assignees and permissions at the folder level.<\/p>\n<p>Learn more about managing\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/folder-permissions\/\">folder user permissions.<\/a><\/p>\n<h2>View or change permissions for existing users<\/h2>\n<p>You can see the Workflow permissions of existing users in the same permissions screen shown above.<\/p>\n<p>To change a user or group&#8217;s permission level, click on the current level and select a new one.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14845\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/user-workflow-permission.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>You can also remove users from this Workflow, which effectively revokes their access to it. Click the &#8220;<strong>remove user<\/strong>&#8221; icon to the right of their details.<\/p>\n<h2>What do user permission levels mean?<\/h2>\n<p>Learn more about managing <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">user permissions<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/folder-permissions\/\">folder permissions<\/a>, and <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-permissions\/\">Workflow run permissions<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Set permissions on a workflow-by-workflow basis to control who can access, view, or edit each workflow in your organization. This ensures that the right people have the right level of access and only to the workflows relevant to them. Why Use Workflow-Level Permissions? Workflow permissions give you granular control. For example: Let your Sales team [&hellip;]<\/p>\n","protected":false},"author":3,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings, Workflows","footnotes":""},"ht_kb_category":[211,201],"ht_kb_tag":[204,210],"class_list":["post-5728","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-permissions","ht_kb_category-sharing","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\/5728","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":6,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5728\/revisions"}],"predecessor-version":[{"id":9942,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5728\/revisions\/9942"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5728"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5728"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5728"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}