Access Explorer gives administrators a complete view of any user’s permissions across the organization. Instead of checking folders and workflows one by one, open a user’s profile and see every item they can access \u2014 folders, workflows, forms, pages, files, data sets, and saved views \u2014 displayed in a single tree.<\/p>\n
\nNote:<\/strong> Access Explorer is available to Administrators only.<\/p>\n<\/blockquote>\n
Open Access Explorer<\/h2>\n
\n
- Go to Organization Settings<\/strong>.<\/li>\n
- Select Members<\/strong>.<\/li>\n
- Click on the user whose access you want to review.<\/li>\n
- Select the Access<\/strong> tab in their profile.<\/li>\n<\/ol>\n
The access tree loads, showing every item the selected user has access to.<\/p>\n
Read the access tree<\/h2>\n
The access tree displays items in a hierarchy that mirrors your organization’s folder structure. Each item shows the user’s permission level next to it.<\/p>\n
Permission levels<\/h3>\n
The access levels displayed in the tree depend on the item type. For workflows and folders, you may see:<\/p>\n
\n
- Edit & View All<\/strong> \u2014 Full editing access to the item. Can view all workflow runs or folder contents.<\/li>\n
- Edit & View Own<\/strong> \u2014 Editing access to the item, but can only view own or assigned runs and responses.<\/li>\n
- View All<\/strong> \u2014 Can view the item and all its contents, including all workflow runs.<\/li>\n
- Run<\/strong> \u2014 Can create and manage workflow runs, and view assigned runs.<\/li>\n
- View<\/strong> \u2014 Can view the item but not edit or run it.<\/li>\n<\/ul>\n
Other item types use variations of these levels:<\/p>\n
\n
- Forms<\/strong> use Edit & View All<\/strong>, Edit & View Own<\/strong>, View All<\/strong>, Respond<\/strong>, and View<\/strong>.<\/li>\n
- Pages<\/strong>, files<\/strong>, data sets<\/strong>, and saved views<\/strong> use Edit<\/strong> and View<\/strong>.<\/li>\n<\/ul>\n
Inherited vs. direct access<\/h3>\n
Access Explorer distinguishes between two types of access:<\/p>\n
\n
- Direct access<\/strong> \u2014 Permission granted to the user on that specific item.<\/li>\n
- Inherited access<\/strong> \u2014 Permission passed down from a parent folder. For example, if a user has Edit & View All access to a folder, they inherit Edit & View All access to the workflows inside it.<\/li>\n<\/ul>\n
This distinction helps you identify where a permission originates, which is useful when troubleshooting access issues or preparing for compliance audits.<\/p>\n
Expand and collapse the tree<\/h2>\n
Use the expand and collapse controls to navigate the tree:<\/p>\n
\n
- Click the arrow next to any folder to expand or collapse it.<\/li>\n
- Use Expand All<\/strong> to open the entire tree at once.<\/li>\n
- Use Collapse All<\/strong> to return to the top-level view.<\/li>\n<\/ul>\n
What Access Explorer covers<\/h2>\n
The tree includes permissions for the following item types:<\/p>\n
\n
- Folders<\/li>\n
- Workflows<\/li>\n
- Forms<\/li>\n
- Pages<\/li>\n
- Files<\/li>\n
- Data sets<\/li>\n
- Saved views<\/li>\n<\/ul>\n
FAQ<\/h2>\n
Can I change a user’s permissions from Access Explorer?<\/h3>\n
No. Access Explorer is a read-only view. To change permissions, go to the item directly and update its sharing settings. Learn more about setting permissions<\/a>.<\/p>\n
Why does a user have access to something I didn’t explicitly share?<\/h3>\n
The user likely has inherited access from a parent folder. Check the access tree \u2014 inherited permissions are labeled separately from direct ones.<\/p>\n
Who can use Access Explorer?<\/h3>\n
Only Administrators can access this feature.<\/p>\n
For more information on managing permissions, see How can I set permissions?<\/a> and Managing user permissions<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"
Access Explorer gives administrators a complete view of any user’s permissions across the organization. Instead of checking folders and workflows one by one, open a user’s profile and see every item they can access \u2014 folders, workflows, forms, pages, files, data sets, and saved views \u2014 displayed in a single tree. Note: Access Explorer is […]<\/p>\n","protected":false},"author":22,"template":"","meta":{"_acf_changed":false,"available_plan":"All plans","available_product":"Settings","footnotes":""},"ht_kb_category":[211],"ht_kb_tag":[],"class_list":["post-9689","ht_kb","type-ht_kb","status-publish","hentry","ht_kb_category-permissions"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/9689","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\/22"}],"version-history":[{"count":4,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/9689\/revisions"}],"predecessor-version":[{"id":9833,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb\/9689\/revisions\/9833"}],"wp:attachment":[{"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/media?parent=9689"}],"wp:term":[{"taxonomy":"ht_kb_category","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_category?post=9689"},{"taxonomy":"ht_kb_tag","embeddable":true,"href":"https:\/\/www.process.st\/help\/wp-json\/wp\/v2\/ht_kb_tag?post=9689"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}