Process Access Rights

Process Access Rights

Feature available to: Editor • Admin

What are Access Rights?

Access rights allow you to ensure workspace users have the appropriate access to the processes/documents relevant to them.

You may set access rights for processes/documents to prevent unauthorised users from viewing and/or editing them.

Access rights are configured for individual processes/documents within the workspace (not to be confused with Workspace Roles, see: Managing Users). 

Accessing access rights for a process/document

Access rights for a process/document can be set up when first creating a new process/document or retrospectively after the process/document has been created. In both instances access rights can be set-up and managed within the process/document properties. 

When creating a new process/document, you'll be able to configure the properties by clicking 'more options'. 



When retrospectively configuring or managing access rights, you can access the process/document properties by clicking ••• on the process/document card and clicking "Properties".



Managing access rights for a process/document

There are two types of access rights that can be configured for a process/document, 'Viewing' rights & 'Edit' rights.

Restricting viewing rights for a process/document

Use the toggle button to turn on restricted viewing for a process/document. Once turned on, the process/document will only be viewable to you and the workspace administrator(s). 

Users who can view the process/document

To assign viewing rights for additional users in a workspace, use the text field to type a users name and select them from the drop down list.

Repeat this step for each additional user.


User groups who can view the process/document

Available in Product Plan: • Management
Providing you have user groups set up in your workspace, you can assign user group(s) to have restricted viewing access. This feature is helpful when assigning access for multiple users.

Use the text field to type a user group name and select the group from the drop down list.


Restricting editing rights for a process/document

Use the toggle button to turn on restricted editing for a process/document. Once turned on, this process/document can only be edited by you and the workspace administrator(s). 

Users who can edit the process/document

To assign edit rights for additional users in a workspace, use the text field to type a users name and select them from the drop down list.

Repeat this step for each additional user.

User groups who can edit the process/document

Available in Product Plan: • Management
Providing you have user groups set up in your workspace, you can assign user group(s) to have restricted edit access. This feature is helpful when assigning access for multiple users.

Use the text field to type a user group name and select the group from the drop down list.

See Also

  1. Article: User Groups
  2. Article: Workspace User Roles

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