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Use permission settings to customize the Workflows experience! You can grant key users to access all or some Workflows folders by setting up Workflows permissions and user types.
What are the differences between Admin and Standard users?
Within each Formstack app, users can be assigned as an Admin or Standard user:
- Admin Users: have full access to the app including the ability to access all private workflows and folders.
- Standard Users: can create folders and workflows and be invited to private folders.
Grant access to Workflows
From admin.formstack.com, Platform Admins may update an existing Formstack users’ permissions or invite one or multiple users to join Formstack and the workflows app. Here’s how!
Add a new user
Step 1: Under Manage Users, select Add a Single User.
Step 2: Enter the person’s email address, full name, platform role (admin or basic), and app access. Under App Access, select Workflows along with any other apps the user may need access to and grant them basic or admin permission.
Step 3: Once the user has accepted their invitation, they will be able to access Workflows.
Add Workflows to an existing user
Step 1: Under Manage Users, search for the user.
Step 2: Select the three-dot icon under the Actions column and choose Edit App Access from the dropdown.
Step 3: Check Workflows and permission type and then click save changes on the top right.
NOTE: You can also remove existing users by following the above steps.
Add standard users to private Workflows folders
Workflows Admins and Standard users can see all public folders created by any Workflows user. However, you do have the option to mark a folder as private that may only be accessed with permission or if you are a Workflows admin.
Users with access to a private folder will be able to edit all workflows and workflow steps, regardless of app permissions, but they may only add new steps with apps they have access.
Note: Ensure all users have access to the needed apps in a workflow from admin.formstack.com > Manage Users.
Step 1: From the Workflows, select a folder under the Your Folders section.
Step 2: Click Folder Settings.
Step 3: Select the Give User Access button.
Step 4: Begin typing in the name(s) to add. Once finished, select the Give User Access button to grant access.
The subset of users with folder access is listed once granted and the folder is automatically marked as a private folder. All listed users will be removed and the folder will return to public mode if unchecked.
Manage users in private Workflows folders
Workflow Admins can remove and edit standard users in a private Workflows folder by navigating to the folder, selecting “Folder Settings” and either:
- Select Remove to deny access to the folder.
- Select Edit to reroute to the Manage Users panel to change a user’s role type.