{"id":5778,"date":"2023-11-03T08:00:09","date_gmt":"2023-11-03T08:00:09","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/sharing\/"},"modified":"2026-05-13T06:20:09","modified_gmt":"2026-05-13T06:20:09","slug":"sharing","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/sharing\/","title":{"rendered":"Sharing"},"content":{"rendered":"<p>Sharing your <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>, or <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">Pages<\/a>  with others, either within your team or with external collaborators is simple.<\/p>\n<p>What you share and what access they can have to it depends on their user type and the level of permission you have granted on the item you&#8217;re sharing.<\/p>\n<p>You can change sharing settings to restrict access to an item just as easily as you can grant access. This allows you to keep some items private while others can be shared with your whole team.<\/p>\n<h2>Sharing options<\/h2>\n<h3>Workflows<\/h3>\n<ul>\n<li>Assign  builders, users, groups, or guests <a href=\"https:\/\/www.process.st\/help\/docs\/assigning-workflows\/\">to a Workflow<\/a><\/li>\n<li>Create a <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-share-link\/\">Workflow share link<\/a><\/li>\n<li>Create a <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-run-link\/\">Workflow run link<\/a><\/li>\n<li>Make a <a href=\"https:\/\/www.process.st\/help\/docs\/public-workflows\/\">Workflow public<\/a> so that it can be found on search engines &amp; <a href=\"https:\/\/www.process.st\/help\/docs\/public-workflows\/\">publicly embed<\/a> it on other websites<\/li>\n<\/ul>\n<h3>Workflow runs<\/h3>\n<ul>\n<li>Assign builders, groups, or guests <a href=\"https:\/\/www.process.st\/help\/docs\/assigning-workflow-runs\/\">to a Workflow run<\/a><\/li>\n<li>Create a <a href=\"https:\/\/www.process.st\/help\/docs\/sharing-workflow-runs\/\">Workflow run share link<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">Set tasks<\/a> within a Workflow run to be private or shared<\/li>\n<\/ul>\n<h3>Forms<\/h3>\n<ul>\n<li>Create a <a href=\"https:\/\/www.process.st\/help\/docs\/sharing-your-forms\/#share-your-form\">Form share link<\/a><\/li>\n<\/ul>\n<h3>Pages<\/h3>\n<ul>\n<li>Assign Builders, Users, or groups <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">to your pages<\/a><\/li>\n<li>Create a <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">Page share link<\/a><\/li>\n<\/ul>\n<h2>How to share Workflows<\/h2>\n<p>To access the options for sharing a Workflow, first head to your <a href=\"https:\/\/www.process.st\/help\/docs\/template-dashboard\/\">Library<\/a> and search for the Workflow you would like to share.<\/p>\n<p>Next, click the <strong>three dots (\u2026)<\/strong> next to the name of your Workflow to open the dropdown menu.<\/p>\n<p>From there, click the &#8220;<strong>Share<\/strong>&#8221; button to bring up your sharing options. You will see three tabs, for &#8220;<strong>Permissions<\/strong>&#8220;, &#8220;<strong>Share Link<\/strong>&#8221; and &#8220;<strong>Run Link<\/strong>&#8221; as shown below.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-15069\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/share-modal.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>Assigning users and setting permissions on Workflows<\/h3>\n<p>To assign new Users, <a href=\"https:\/\/www.process.st\/help\/docs\/guest-external\/\">Guests<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/managing-members\/\">Builders<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/what-are-groups\/\">groups<\/a> to a Workflow, click on the &#8220;<strong>Permissions<\/strong>&#8221; tab and type their name or email address into the field provided and click &#8220;<strong>Invite &amp; Share<\/strong>&#8221; to add them. For existing users, type their name or email address and click enter (as shown below).<\/p>\n<div style=\"width: 1280px;\" class=\"wp-video\"><video class=\"wp-video-shortcode\" id=\"video-5778-1\" 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\/add-user-to-wf.mp4?_=1\" \/><a href=\"https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/add-user-to-wf.mp4\">https:\/\/s3-us-west-2.amazonaws.com\/bolin\/wp-content\/uploads\/2022\/09\/add-user-to-wf.mp4<\/a><\/video><\/div>\n<p>Next, you&#8217;ll need to consider how much access (or which permission level) you would like them to have on this Workflow.<\/p>\n<p>Admins always have full access to every workflow. For other roles, the available <a href=\"https:\/\/www.process.st\/help\/docs\/template-permissions\/\">permission<\/a> levels depend on the user&#8217;s role.<\/p>\n<h4>Builder permission levels<\/h4>\n<p>Builders can be assigned one of the following levels, from highest to lowest:<\/p>\n<ol>\n<li><strong>Edit &amp; View All<\/strong> \u2014 edit the workflow, run workflow runs, and view any workflow runs created from it<\/li>\n<li><strong>Edit &amp; View Own<\/strong> \u2014 edit the workflow, run new workflow runs, and view only the workflow runs assigned to them<\/li>\n<li><strong>View All<\/strong> \u2014 view the workflow and any workflow runs created from it, and run new workflow runs, but not edit the workflow itself<\/li>\n<li><strong>Run<\/strong> \u2014 view the workflow and workflow runs assigned to them, and run workflows<\/li>\n<li><strong>View<\/strong> \u2014 view the workflow and any workflow runs assigned to them<\/li>\n<\/ol>\n<p><strong>Note:<\/strong> The Edit &amp; View Own level is available on certain plans. On other plans, four levels are available (Edit &amp; View All, View All, Run, and View).<\/p>\n<h4>User permission levels<\/h4>\n<p>Users have a more limited set of permission levels:<\/p>\n<ul>\n<li><strong>View<\/strong> \u2014 view the workflow and any workflow runs assigned to them<\/li>\n<li><strong>Run<\/strong> \u2014 view the workflow and run workflow runs (available on certain plans)<\/li>\n<\/ul>\n<h4>Guest permissions<\/h4>\n<p><a href=\"https:\/\/www.process.st\/help\/docs\/guests\/\">Guests<\/a> only ever have \u2018<strong>View<\/strong>\u2019 permissions.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Sharing your Workflows, Workflow Runs, Forms, or Pages with others, either within your team or with external collaborators is simple. What you share and what access they can have to it depends on their user type and the level of permission you have granted on the item you&#8217;re sharing. You can change sharing settings to [&hellip;]<\/p>\n","protected":false},"author":6,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Workflows","footnotes":""},"ht_kb_category":[201],"ht_kb_tag":[316,216],"class_list":["post-5778","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-sharing","ht_kb_tag-share","ht_kb_tag-sharing"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5778","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\/6"}],"version-history":[{"count":10,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5778\/revisions"}],"predecessor-version":[{"id":9955,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5778\/revisions\/9955"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5778"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5778"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5778"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}