Managing permissions

Once you create your very own collection of processes within Next Matter it can become useful to manage the visibility of your process. For example the accounting team does not necessarily need to see the processes of the sales team. In other cases you do not want anyone but yourself and a handful of people to be able to see certain processes.

To help you with that, this article will explain how permissions work fundamentally and how you can use that to manage your workspace.

Your permissions in Next Matter are defined by two factors:

• your relation to the folder/process/instance

• the visibility settings of the folder/process/instance

Tip: Permissions are organised hierarchically like folder==>process==>instance. This means, that public processes in a private folder can only be viewed by those who can access the folder.

Before diving into the different levels of permissions, you should be aware that the organisation admin has all possible permissions on your organisation. To keep the article concise we will therefore not mention the organisation admin when discussing the different permissions.

Folder permissions

Folders are the best way for you to organise your processes. By adjusting the visibility rules, you can make folders visible for teams or colleagues that you select.

Tip: Other colleagues, who are involved with processes within this private folder can also see it, but are unable to see processes with which they are not involved.

Process permissions

In general you and all your colleagues will be able to view and create processes, regardless of which team you belong to. However only process leads can change or delete a process. You can find the process lead by hovering over the user icon on the process overview

Viewing processes can be restricted by making use of the visibility settings of your processes. You can find this setting in the process editor.

Once you create a private process, only you can change and delete that process.

Any colleague involved in the process (by being assigned to one of the steps) can view it and start instances. If you are involved in a private process, you will be able to see it and create instances.

You can further restrict access, by managing which teams have access to the folder that the process is created in (see section - Folder permissions)

This tables shows what you can do depending on your relation to the process. All other permissions (such as viewing a public process) are not listed as they are accessible for all your colleagues.

Instance permissions

Instances of a process can be started by any colleague that can view the process. To understand who can view a process we recommend to review the previous section Process permissions.

Once an instance has been started it can be changed and deleted only by the process lead and process instance lead (the user that started the instance). Only the process lead can skip steps in or delegate steps within the process.

You can further restrict the access to instances by setting the process to private or to "public with private instances"

You have 2 options:

• Leave the process public, but instances private. This way, anyone with access to the process can start an instance, but only colleagues specifically involved in the instance (having a step actively assigned to them or their team) will be able to view it

• Set the process private. This way only the process lead and colleagues involved in the process will be able to start and view the instance.