{"id":5902,"date":"2024-07-05T08:00:57","date_gmt":"2024-07-05T08:00:57","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/getting-started-start-collaborating\/"},"modified":"2024-03-07T11:31:43","modified_gmt":"2024-03-07T11:31:43","slug":"getting-started-start-collaborating","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/getting-started-start-collaborating\/","title":{"rendered":"Start Collaborating"},"content":{"rendered":"<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14054\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/5-Stages-Workflow-Building.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>In this lesson we&#8217;re going to cover:<\/p>\n<ul>\n<li><strong>W<\/strong><strong>hat<\/strong>\u00a0collaborating means in Process Street and <strong>how<\/strong> to get started<\/li>\n<li><strong>How<\/strong> to get set up step-by-step<\/li>\n<li>What to do <strong>if you get stuck<\/strong><\/li>\n<li>What&#8217;s\u00a0<strong>possible\u00a0<\/strong>when you start collaborating<\/li>\n<\/ul>\n<p><span style=\"color: #fa5e74;\"><em><strong>Estimated time for this lesson ~ 30 minutes<\/strong><\/em><\/span><\/p>\n<p>This lesson is part of our onboarding program. Find out more about what you&#8217;ll learn from the program when you&#8217;re <a href=\"https:\/\/www.process.st\/help\/docs\/getting-started\/\">getting started<\/a>.<\/p>\n<h3>What is collaboration?<\/h3>\n<p>In simple terms, collaboration is the process of two or more people or <a href=\"https:\/\/www.process.st\/help\/docs\/managing-organization\/\">organizations<\/a> working together to complete a task, or to achieve a goal.<\/p>\n<p>There are lots of different ways that you can collaborate with people both inside and outside your <a href=\"https:\/\/www.process.st\/\">Process Street<\/a> organization. This could be a collaboration with existing or <a href=\"https:\/\/www.process.st\/help\/docs\/employee-onboarding\/\">new team members<\/a>, <a href=\"https:\/\/www.process.st\/help\/docs\/client-onboarding\/\">clients<\/a>, customers, freelancers, virtual assistants&#8230; basically, anyone that you need to work with on a <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-the-difference-between-templates-and-checklists\/\">workflow run or a workflow<\/a>. In some cases, they won&#8217;t even need a Process Street account.<\/p>\n<p>Here are some examples of how you might collaborate with others:<\/p>\n<ul>\n<li>Asking a potential new hire to submit their references for your HR team to follow up on<\/li>\n<li>Sharing your blog post-production workflow with freelancers so that they follow the same process each time they write a new post<\/li>\n<li>Asking a new client to fill out their contact details in a workflow run so that you can add them to your CRM<\/li>\n<li>Gathering images, videos, and a report from property inspections, so that you can follow up with the owners<\/li>\n<li>Collecting information from hundreds of new people with one link so you can add them to your mailing list<\/li>\n<\/ul>\n<h3>Why\u00a0collaborate?<\/h3>\n<p>We collaborate and interact with people in more ways than you think&#8230; in fact, once you start thinking about it, why would you not collaborate with others?\u00a0Here are some of the many benefits of collaborating with people:<\/p>\n<ul>\n<li>Consistency in transferring knowledge<\/li>\n<li>Higher productivity and accountability<\/li>\n<li>Improved communication<\/li>\n<li>Possibility for remote training and\u00a0remote working<\/li>\n<li>Increased profitability. <em>Who doesn&#8217;t want that right?<\/em><\/li>\n<\/ul>\n<p>Check out our webinar for some great use cases and different ways to collaborate:<\/p>\n<p><iframe loading=\"lazy\" src=\"https:\/\/www.youtube.com\/embed\/rqCOz5haWmQ\" 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<h3>Adding collaborators step by step<\/h3>\n<p>First up, you need some people to collaborate with; think about adding any team members, managers, virtual assistants, customers, clients, students, vendors, partners, or freelancers you&#8217;d like to work with.<\/p>\n<p><strong>Note: <\/strong>Different user types have varied access levels on what they can do in your organization. After Admins, <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-member\/\">Builders<\/a> have the highest level of access followed by\u00a0 Users\u00a0and lastly <a href=\"https:\/\/www.process.st\/help\/docs\/guest-external\/\">Guests<\/a>. You can learn more about the <a href=\"https:\/\/www.process.st\/help\/docs\/difference-between-guest-member\/\">difference between builders and guests<\/a> here.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14836\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Screenshot-2023-01-23-at-16.53.43.png\" alt=\"\" width=\"100%\" \/><em><strong>How to invite and manage users<\/strong><\/em><\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/invite\/\">Invite users<\/a>\u00a0to your organization<\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/managing-members\/\">Manage users<\/a> in your organization<\/li>\n<\/ul>\n<p><em><strong>How to add and use groups<\/strong><\/em><\/p>\n<ul>\n<li>What are <a href=\"https:\/\/www.process.st\/help\/docs\/what-are-groups\/\">groups?<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/groups\/\">Creating and managing groups<\/a><\/li>\n<li>What is the <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-the-all-members-group\/\">&#8220;All Organization&#8221; group?<\/a><\/li>\n<li>Using <a href=\"https:\/\/www.process.st\/help\/docs\/inbox\/\">My Work<\/a> to view and work on workflow runs &amp; tasks assigned to groups<\/li>\n<\/ul>\n<p><strong>Pro Tip:<\/strong> The <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-the-all-members-group\/\">All Organization group<\/a> is a default group in all Process Street organizations and will be assigned to each new folder you create by default. You can delete this group if you like, and replace it with new, more specific groups that suit your business.<\/p>\n<p><em><b>Get organized\u00a0with folders<\/b><\/em><\/p>\n<p>Creating folders (and sub-folders) helps you store and organize your Workflows by category, by department or in any way you prefer.<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">Creating and managing folders<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/moving-items\/\">Moving Workflows between folders<\/a><\/li>\n<\/ul>\n<p><strong>Pro Tip:<\/strong> Since folders (and workflows) are displayed in alphabetical order by default, you can rename them or prefix them with numbers, to help show them in the order you want.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-8299\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2022\/11\/rename-folder.gif\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>Set permissions<\/h3>\n<p>Once you&#8217;ve added your collaborators, you can set <a href=\"https:\/\/www.process.st\/help\/docs\/permissions\/\">permission<\/a> levels to give different access to different users or groups.<\/p>\n<p>Think of permissions as giving someone <em>the ability to view something.\u00a0<\/em>If you turn the permission on, they can see it but if you turn it off, they cannot.<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">Managing user permissions<\/a><\/li>\n<li>Assign users, groups or guests to an active <strong>workflow run<\/strong>:<a href=\"https:\/\/www.process.st\/help\/docs\/checklist-permissions\/\"> Workflow run user permissions<\/a><\/li>\n<li>Assign users, or groups to a <strong>workflow<\/strong>, and change user permission levels: <a href=\"https:\/\/www.process.st\/help\/docs\/template-permissions\/\">Workflow user permissions<\/a><\/li>\n<li>Assign users to <strong>groups<\/strong> and manage their permission levels: <a href=\"https:\/\/www.process.st\/help\/docs\/group-permissions\/\">Group permissions<\/a><\/li>\n<li>Assign users, groups or guests to <strong>folders<\/strong>, and manage their permission levels:\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/folder-permissions\/\">Folder user permissions<\/a><\/li>\n<li>Setting permissions on <strong>tasks<\/strong> for builders, groups, <a href=\"https:\/\/www.process.st\/help\/docs\/role-assignments\/\">roles<\/a> and guests:\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/task-permissions\/\">Task permissions<\/a><\/li>\n<\/ul>\n<h3>Start sharing<\/h3>\n<p>Now that you have collaborators with permissions set in your organization, you can start sharing your Workflows and Workflow runs.<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/sharing\/\">Sharing overview<\/a><\/li>\n<li>Send a <strong>Workflow run<\/strong> to anyone you like (including people without a Process Street account): <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-sharing\/\">Share a Workflow run<\/a>\u00a0 |\u00a0\u00a0<a href=\"https:\/\/www.youtube.com\/watch?v=UEwpikkeHjQ\">Workflow run sharing video<\/a>\u00a0\u00a0 |\u00a0\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/checklist-run-link\/\">Workflow run links<\/a>\u00a0 |\u00a0 <a href=\"https:\/\/www.youtube.com\/watch?v=BNP86TerRHY\">Workflow run links video<\/a><\/li>\n<li>Send a <strong>Workflow<\/strong> share link so that someone can either <em>view<\/em> your Workflow, <em>run your Workflow<\/em>\u00a0or <em>download<\/em> that Workflow to their own organization: <a href=\"https:\/\/www.process.st\/help\/docs\/template-share-link\/\">Sharing a Workflow<\/a><\/li>\n<li>Share a <em>public<\/em> Workflow or embed it into your website: <a href=\"https:\/\/www.process.st\/help\/docs\/public-checklists\/\">Public Workflows<\/a><\/li>\n<\/ul>\n<p><strong>Pro Tip:<\/strong> If you want to follow someone&#8217;s progress when they complete a workflow run, invite them as a <em>User<\/em> or a <em>Guest<\/em>. If you only want to collect their responses, you don&#8217;t need to invite them into your organization. You can send them a Workflow run link and they appear as a <a href=\"https:\/\/www.process.st\/help\/docs\/anonymous\/\"><em>Anonymous<\/em><\/a>.<\/p>\n<p><strong>Note: <\/strong>You can create <a href=\"https:\/\/www.process.st\/help\/docs\/workflow-run-link\/\">workflow run links<\/a> from your workflow runs, as well as from the workflow share menu.<\/p>\n<h3>Not sure or got stuck?<\/h3>\n<p>There are so many questions that could come from any of these topics, so the best thing to do if you&#8217;re not sure about something we&#8217;ve discussed here is to reach out to our\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/support\/\">support<\/a> team.<\/p>\n<h3>What is possible when you start collaborating<\/h3>\n<p>Once you start collaborating with other people, you&#8217;ll soon find that it opens up lots of possibilities and adds all kinds of value to your business: Your team will have clear instructions to follow and be more accountable for their work, your internal and external communication improves, you save time having other people complete workflow runs, and ultimately you may start to see your business become more profitable.<\/p>\n<p>We&#8217;re not joking! Many of our customers have told us that using Process Street frees up valuable time and allows managers and team members to focus on higher-leveraged activities. Win-win!<\/p>\n<h3 id=\"lets-put-this-into-practice\">Action stations!<\/h3>\n<ul>\n<li>Pick one process (workflow) that you&#8217;re comfortable with and think about which admins, builders, or users need to work with you on this process<\/li>\n<li>Add those users<\/li>\n<li>Set their permission levels accordingly<\/li>\n<li>When you&#8217;re ready, share that workflow or workflow run with them<\/li>\n<li>Head to another workflow and repeat<\/li>\n<li>Monitor the progress of the workflow runs in your <a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> area<\/li>\n<\/ul>\n<h3 id=\"helpful-resources-for-you\">Helpful resources<\/h3>\n<ul>\n<li>Read our help article on <a href=\"https:\/\/www.process.st\/help\/docs\/collaborate-with-guests-and-people-outside-your-organization\/\">collaborating with guests and people outside your organization<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/team-collaboration\/\">Why You Should Unleash Team Collaboration and How to Do It<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/collaboration-tools\/\">23 Collaboration Tools Used by the World\u2019s Most Efficient Teams &amp; Creatives<\/a><\/li>\n<li>Browse our <a href=\"https:\/\/www.process.st\/help\/docs\/template-gallery\/\">ready-made Workflow templates<\/a><\/li>\n<li>Need some help? Ask our <a href=\"https:\/\/www.process.st\/help\/docs\/support\/\">Process Pros Team<\/a> for support<\/li>\n<\/ul>\n<p>Once you&#8217;ve added new builders and new users, they&#8217;re going to need to know how to use Process Street. You can share these articles with them:<\/p>\n<ul>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/using-process-street-as-a-member\/\">Using Process Street as a Builder<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/using-process-street-free-member\/\">Using Process Street as a User<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/help\/docs\/using-process-street-as-a-guest\/\">Using Process Street as a Guest<\/a><\/li>\n<\/ul>\n<h3>What&#8217;s Next?<\/h3>\n<p><span style=\"color: #fa5e74;\"><a style=\"color: #fa5e74;\" href=\"https:\/\/www.process.st\/help\/docs\/getting-started-using-assignments\/\"><b>Next Lesson:\u00a0 Using Assignments <\/b><strong>&gt;<\/strong><\/a><\/span><\/p>\n<p><a href=\"https:\/\/www.process.st\/help\/docs\/getting-started-optimize-your-processes\/\"><span style=\"color: #fa5e74;\"><em style=\"color: #fa5e74;\">&lt; Previous Lesson (Optimize Your Processes<\/em><em>)<\/em><\/span><\/a><br \/>\n<span style=\"color: #fa5e74;\"><a style=\"color: #fa5e74;\" href=\"https:\/\/www.process.st\/help\/docs\/getting-started\/\"><em>&lt; Back to the Getting Started home page<\/em><\/a><\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In this lesson we&#8217;re going to cover: What\u00a0collaborating means in Process Street and how to get started How to get set up step-by-step What to do if you get stuck What&#8217;s\u00a0possible\u00a0when you start collaborating Estimated time for this lesson ~ 30 minutes This lesson is part of our onboarding program. Find out more about what [&hellip;]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Workflows","footnotes":""},"ht_kb_category":[166],"ht_kb_tag":[250,378,379],"class_list":["post-5902","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-getting-started","ht_kb_tag-getting-started","ht_kb_tag-onboarding","ht_kb_tag-training"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5902","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\/11"}],"version-history":[{"count":6,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5902\/revisions"}],"predecessor-version":[{"id":9979,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5902\/revisions\/9979"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5902"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5902"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5902"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}