Workflow permissions
By default, only a workflow's creator can access it, but you can control access by making it visible to specific individuals or permission levels.
Workflow permission levels
Manage workflow | Edit all cards | Edit assigned cards | |
|---|---|---|---|
Edit non-assigned cards | ✓ | ✓ | |
Delete cards | ✓ | ✓ | |
Add new cards | ✓ | ✓ | |
Configure steps | ✓ | ||
Give others access | ✓ | ||
Delete workflow | ✓ |
How to give access
From the workflow, choose to give access to a specific person or permission level.
Select the Workflows page from the top navigation.
Select the workflow you want to edit from the list.
Select the Settings tab to share the workflow.
In the Collaborators section, select a permission group or add individual names and choose the permission level they should have.
Workflows only permission
If a collaborator should be able to follow up with people in workflows but shouldn't be able to access your entire database, you can change their permission level on their profile to Workflows only.
Select the People page from the top navigation.
Search for the person's name in the search bar.
From the Actions dropdown on their profile, select Manage permissions.
Choose the Workflows only option under Permission level.
Select Update to save your changes.
With this permission level, they will only see the Workflows page in People. They can follow their assigned cards through the workflow, but cannot save notes to profiles, perform bulk actions, or delete cards.
How to remove access
When someone doesn't have access to a workflow, they won't see it in the list of workflows or any of its cards on a profile page. Unless you've told them about it, they won't know the workflow exists.
To remove someone's access to a workflow, select the X to the right of the person's name or a permission group.
Important
To see an X next to a permission level and remove that permission level's access, you must have Manage workflow permissions. Editing your own permissions requires that all viewers, editors, or managers have a group-based permission to manage the workflow first.