{"id":5915,"date":"2023-01-20T08:00:54","date_gmt":"2023-01-20T08:00:54","guid":{"rendered":"https:\/\/www.process.st\/help\/docs\/guest-anonymous\/"},"modified":"2025-07-28T13:14:05","modified_gmt":"2025-07-28T13:14:05","slug":"guest-anonymous","status":"publish","type":"ht_kb","link":"https:\/\/www.process.st\/help\/docs\/guest-anonymous\/","title":{"rendered":"What is a Anonymous User?"},"content":{"rendered":"<p>When you share a workflow run via a <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-sharing\/\">share link<\/a> or a <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-run-link\/\">run link,<\/a>\u00a0<em>anyone<\/em> working on it and filling out information becomes Anonymous.<\/p>\n<p>Instead of seeing their user name as you would with <a href=\"https:\/\/www.process.st\/help\/docs\/managing-members\/\">Builders,<\/a> <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-guest-internal\/\">Users<\/a>, or <a href=\"https:\/\/www.process.st\/help\/docs\/guest-external\/\">Guests<\/a> when these users take any action in your tasks or workflow runs, they show as &#8220;Anonymous&#8221;.<\/p>\n<p>They don&#8217;t need a <a href=\"https:\/\/www.process.st\/\">Process Street<\/a> account to be able to fill out <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">form fields<\/a>,\u00a0check off tasks, leave <a href=\"https:\/\/www.process.st\/help\/docs\/comments\/\">comments<\/a>\u00a0or add <a href=\"https:\/\/www.process.st\/help\/docs\/comment-attachments\/\">attachments<\/a>.<\/p>\n<p><em><strong>Users: <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builders<\/a> can create share links for workflow runs. Admins and Builders with &#8220;<a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">edit<\/a>&#8221; permission can create workflow run links.<\/strong><\/em><\/p>\n<h2>Common use cases<\/h2>\n<p>There are many use cases for collecting information anonymously from people. Here are a few examples:<\/p>\n<ul>\n<li>To capture feedback in customer surveys<\/li>\n<li>To capture contact details for new sales leads<\/li>\n<li>To take references for an employee you&#8217;d like to hire<\/li>\n<li>To onboard a large number of new recruits to your company<\/li>\n<\/ul>\n<p>You can capture a Guest (Anonymous)&#8217;s name and contact details inside your <a href=\"https:\/\/www.process.st\/help\/docs\/form-fields\/\">form fields<\/a>\u00a0so that you can identify who they are if needed.<\/p>\n<h2>What can a Guest (Anonymous) do?<\/h2>\n<p>Guest (Anonymous) has the most restricted access of any <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">users<\/a> in Process Street. They can:<\/p>\n<ul>\n<li>Fill out Form Fields<\/li>\n<li>Complete Tasks<\/li>\n<li>Complete Workflow Runs<\/li>\n<li>Change the Name of a Workflow Run<\/li>\n<\/ul>\n<h2>How Guest (Anonymous) appears in your account<\/h2>\n<p>Guest (Anonymous)&#8217;s appearance varies slightly, depending on where you look in your account as per the examples below.<\/p>\n<p>On<i> completed<\/i>\u00a0workflow runs in your Reports area, their profile icon shows as a grey circle with the initials &#8220;AN&#8221;.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14815\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/completed-by-anonymous.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>In task\u00a0<a href=\"https:\/\/www.process.st\/help\/docs\/comments\/\">comments<\/a>\u00a0and when a task has been completed, like this:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14816\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/Anonymous-comments.png\" alt=\"\" width=\"100%\" \/><\/p>\n<p>And in your <a href=\"https:\/\/www.process.st\/help\/docs\/checklist-activity-feed\/\">workflow run activity feed<\/a>, like this:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-14817\" src=\"https:\/\/www.process.st\/help\/wp-content\/uploads\/2024\/02\/anonymous-activity.png\" alt=\"\" width=\"100%\" \/><\/p>\n<h3>What&#8217;s the difference between Anonymous, User and Guest?<\/h3>\n<p>Anonymous users would likely just be using a workflow run <em>once<\/em>, to fill out the information.<\/p>\n<p>A User is a part of your organization and might be someone who you need to fill out workflow runs on a more <em>regular<\/em> basis. If you want to track a person&#8217;s progress when they&#8217;re working on tasks, then you&#8217;ll want to <a href=\"https:\/\/www.process.st\/help\/docs\/invite\/\">invite<\/a> them as a <a href=\"https:\/\/www.process.st\/help\/docs\/guest-external\/\">Guest<\/a>.<\/p>\n<p>A Guest is required to log into your account, whereas Guest (Anonymous) is not. If you require users to login for security purposes, you can either invite them as a Guest or User.<\/p>\n<p>A User is also a part of your organization but they have the most access of all the guest users and are only a step down from your organization <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-full-member\/\">Builders<\/a>. They can access your <a href=\"https:\/\/www.process.st\/help\/docs\/library\/\">Library<\/a> to view <a href=\"https:\/\/www.process.st\/help\/docs\/folders\/\">folders<\/a> and <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow\/\">workflows<\/a> that are shared with them. They can access the <a href=\"https:\/\/www.process.st\/help\/docs\/reports\/\">Reports<\/a> dashboard to view and action workflow <a href=\"https:\/\/www.process.st\/help\/docs\/what-is-a-workflow-run\/\">runs<\/a> assigned to them. They can also create, edit or share <a href=\"https:\/\/www.process.st\/help\/docs\/pages\/\">Pages<\/a>.<\/p>\n<h3>Are there any limits for the number of Anonymous users?<\/h3>\n<p>No. This\u00a0means that you can share your workflow runs with hundreds, if not thousands, of people.<\/p>\n<p>Read more about\u00a0the <a href=\"https:\/\/www.process.st\/help\/docs\/user-permissions\/\">different types of user permissions<\/a> and\u00a0how to <a href=\"https:\/\/www.process.st\/help\/docs\/permissions\/\">set user permissions<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When you share a workflow run via a share link or a run link,\u00a0anyone working on it and filling out information becomes Anonymous. Instead of seeing their user name as you would with Builders, Users, or Guests when these users take any action in your tasks or workflow runs, they show as &#8220;Anonymous&#8221;. They don&#8217;t [&hellip;]<\/p>\n","protected":false},"author":11,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings","footnotes":""},"ht_kb_category":[208,180],"ht_kb_tag":[385,247],"class_list":["post-5915","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-faq","ht_kb_category-organization-management","ht_kb_tag-anonymous","ht_kb_tag-users"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5915","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":4,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5915\/revisions"}],"predecessor-version":[{"id":9180,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/5915\/revisions\/9180"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=5915"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=5915"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=5915"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}