Add a new user or group in the Process settings

  1. In Process Studio or on a Process page, open the Process settings by clicking on the gear icon in the top right corner.

  1. Once you are in the Process settings, go to the Permissions tab.

  1. Select Add new user/group

  1. In the Add new user/group window, use the search bar to find the user or group you would like to add and select them from the drop-down. Then, choose the Process permissions and Instance permissions you want them to receive and select Add. Select the Send notification by email box if you would like the new user/group to receive a notification that they have received permission.


Edit permissions

  1. To edit the permission settings for the users and groups already added to the process, you need to navigate to the Process settings. To access the process settings click on the gear icon in the top right corner. 

Or select the share arrow and select Manage permissions.

  1. Within the Process settings, select the Permissions tab

  1. Click on the drop-down next to the user or group whose permissions you would like to edit to select their new permissions. 

Note:If Full control is selected for Process permissions, Instance permissions are locked on Edit.

The difference between Process permissions and Instance permissions

Process permissions give users the rights to the Process model whereas Instance permissions give users access to all instances of the process. 

Assigning users permissions in this space requires the users to have corresponding space permissions, for example:  Model, Build, Run or Admin, depending on the setup.

Permissions available

Process permissions

  • View: Allows the user to view the process.

  • Edit:The user can view the process, open it in Process Studio and make any changes except for publishing and deploying.

  • Full control: The user receives all view and edit permissions and can share the process with others, publish, deploy, or delete the process. They will also have access to the application configuration settings.

NoteIt is best practice to make sure there is always one group that has Full control to prevent loss of access to the process. It is best to have an Admin group added with full control of each process so that members of the admin group can maintain access to processes.

Instances permissions

  • None: The user will receive no rights to instances, tasks, or form information in deployed processes.

  • View:This allows users to see all ongoing and completed instances, tasks, and form data.

  • Edit: Lets users see and edit all ongoing and completed instances, tasks, and form data.

Collaborative Modeling Sessions

If you share your process with another user with the permission Edit or Full control you both can use the functionality Notes and Collaborate to make the development a lot more collaborative. 

Modeling Sessions are also an available feature that makes the tool more collaborative. All users that have rights to model the process can do so at the same time. Read more about modeling sessions here.