{"id":5730,"date":"2023-02-09T08:00:03","date_gmt":"2023-02-09T08:00:03","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/workflow-run-permissions\/"},"modified":"2025-07-28T10:14:46","modified_gmt":"2025-07-28T10:14:46","slug":"workflow-run-permissions","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/workflow-run-permissions\/","title":{"rendered":"Managing Workflow Run User Permissions"},"content":{"rendered":"<p><img decoding=\"async\" class=\"alignnone size-full wp-image-7308\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/3-COLLABORATE-The-5-Stages-of-Process-Building.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>Setting and managing permissions on\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-checklist\/\">Workflow runs<\/a>\u00a0in <a href=\"https:\/\/www.process.st\/\">Process Street<\/a> is simple.<\/p>\n<p>When you want to give an individual user or a <a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">group<\/a> responsibility for a whole Workflow run and not just the <a href=\"https:\/\/www.process.st\/help\/docs\/task-assignments\/\">tasks<\/a> within it, you can assign them to your Workflow runs.<\/p>\n<p>With a couple of clicks you can assign Builders, groups or <a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">Users<\/a>\u00a0to your active Workflow run, and also view the permission level of all users that have been assigned.<\/p>\n<p><em><strong>Users: Admins and <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builders<\/a> can assign users to Workflow runs.<\/strong><\/em><\/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\"><\/iframe><\/p>\n<h2>How to manage Workflow run permissions<\/h2>\n<p>First, you need to open the Workflow run you want to manage or view the permissions of. Start by searching in your <a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> area and click on the Workflow run&#8217;s name to open it up.<\/p>\n<h3>Assign or unassign users<\/h3>\n<p>By default, the person who runs a Workflow will be assigned to it. However, you can change the default workflow assignee while <a href=\"https:\/\/www.process.st\/help\/docs\/running-workflows\/\">running a workflow<\/a>.<\/p>\n<p>You will see if someone is assigned in the right-hand menu under &#8220;<em>Who&#8217;s working on this?<\/em>&#8221; You can assign a user or group, or unassign the existing user and assign someone else.<\/p>\n<div style=\"width: 1556px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5730-1\" width=\"1556\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4?_=1\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2023\/02\/assign-wf-user.mp4<\/a><\/video><\/div>\n<p>To assign a user to a Workflow run, first click the &#8220;<strong>Assign users<\/strong>&#8221; button, as shown above, then start to\u00a0type the user or group&#8217;s name or email address into the field supplied, and then select them from the dropdown.<\/p>\n<p>To unassign a user or a group, click their profile picture or group icon in the same place in the right-hand menu and select &#8220;<strong>Unassign user<\/strong>&#8220;.<\/p>\n<p><strong>Note:<\/strong> You can invite a new user to your organization as a <a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">User<\/a> and assign them directly to an active Workflow run from this field. To do this, type in their full email address into the box and hit &#8220;Enter&#8221; on your keyboard.<\/p>\n<h2>View inherited permissions (assigned users)<\/h2>\n<p>To see the permission levels of users assigned to a Workflow run, you need to first click on &#8220;<strong>Activity<\/strong>&#8221; in the menu on the right-hand side of your screen.<\/p>\n<p>Click on the &#8220;<strong>Members<\/strong>&#8221; tab. Here you will be able to see the permission levels of all users assigned to the Workflow run, the <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-checklist\/\">Workflow<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folder<\/a>.<\/p>\n<div style=\"width: 1280px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5730-2\" width=\"1280\" height=\"720\" preload=\"metadata\" controls=\"controls\"><source type=\"video\/mp4\" src=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2021\/09\/view-wfr-activity.mp4?_=2\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2021\/09\/view-wfr-activity.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2021\/09\/view-wfr-activity.mp4<\/a><\/video><\/div>\n<p>Learn more about assigning users to <a href=\"https:\/\/www.process.st\/help\/docs\/sharing\/\">Workflows<\/a>,\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">user permissions<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/running-checklists\/\">running Workflows<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Setting and managing permissions on\u00a0Workflow runs\u00a0in Process Street is simple. When you want to give an individual user or a group responsibility for a whole Workflow run and not just the tasks within it, you can assign them to your Workflow runs. With a couple of clicks you can assign Builders, groups or Users\u00a0to your [&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-5730","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\/5730","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":3,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5730\/revisions"}],"predecessor-version":[{"id":9068,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5730\/revisions\/9068"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5730"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5730"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5730"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}