Use permission settings to customize the Workflows experience. You can grant key users access to all or some Workflow folders to collaborate, here’s how:
Build workflows with your team
Collaborate on workflows within public or private folders with Workflows users.
The first user will begin a workflow with a Forms or Forms for Salesforce step. See here for more information on building a workflow from scratch.
The next user, with access to the workflow, may then add their step. For example, this user might be someone who typically builds and manages documents created within Formstack.
From the workflow in the shared folder, they will then be able to drag-and-drop a Formstack element, like Formstack Documents, from the Apps toolbar:
From here, any team member with access to the workflow may configure the steps.
If the team member has access to the app of the step (for example a Forms step), they may even be able to change out the form used within the step.
NOTE: Each step in a workflow is labeled with the account that added the step regardless if it is configured, or reconfigured, by another user.
Add standard users to private Workflow folders
Take your collaboration a step further with the use of private folders. Workflow Admins and standard users may view all public folders created by any user; however, you do have the option to create private folders —accessible by admins and invited standard users.
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, who will add steps, have access to the needed apps in a workflow from admin.formstack.com > Manage Users.
Step 1: From Workflows, select a folder under the “Your Folders” section on the left.
NOTE: Admins and standard users can see all folders created by any user. However, standard users cannot see folders marked as “Private.”
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.
NOTE: “This is a private folder” is automatically checked when users are added to a folder. All listed users will be removed, and the folder returns to public mode if the box is unchecked.
Manage users in private folders
Admins can remove and edit standard users in a private 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.