Folder permissions play a vital role in the world of workflow management, offering a way to control who can access and modify important workflows. In this article, we’ll explore the concept of folder permissions and why they matter in Workflow.

Why Folder Permissions Are Important #

When you create workflows to automate tasks and organize content, you put a lot of effort into making them work smoothly. Imagine spending hours crafting a well-thought-out plan only to have someone make unauthorized changes. Folder permissions are like security guards for your workflows. They ensure that only the right people can see, create, and edit the workflows in a particular folder.

Who Can Use Folder Permissions #

Folder permissions are available for those using the Agency Pro Plan or higher. These are premium features designed for organizations and professionals who need top-notch control over their workflow folders.

Restricting Access to Workflow Folders #

One of the most significant benefits of folder permissions is the ability to restrict access to specific folders. This means you can lock down certain folders so only authorized users can enter. Others won’t even know those folders exist, let alone make changes to the workflows.

How to Set Folder Permissions #

To get started, in the Workflow tab of the Automation section of your CRM, find the folder where you want to control access, click on the three-dotted button, and select “Manage Permissions.” In the dropdown, choose the type of user who should have access to this folder and its workflows.

What Access Is Granted By User Type and Role? #

• Folder Permission set to Agency Admin: Access granted only to Agency Admin.
• Folder Permission set to Agency User: Access granted to Agency Admin and Agency User.
• Folder Permission set to Account Admin: Access granted to Agency Admin, Agency User, and Account Admin.
• Folder Permission set to All: Access granted to All Users.

What Users Without Access Will Experience #

Now, let’s understand what happens to users who don’t have access:

• Folder Visibility: They might not even see the restricted folder in their folder list.
• No Access to Workflows: If they do see the folder, they won’t be able to open or use any workflows inside it.
• Limited Actions: Users without access can’t create new workflows, edit existing ones, or perform any actions related to workflows within that folder.
• No Editing Privileges: If they try to edit a workflow, they’ll be told they don’t have the right permissions.
• Permissions Management: They can’t change who has access; they have to leave that to those with permission.
• Contact Details: Even though they can see the list of workflows associated with a contact, they might still be restricted from making changes to those workflows if they are in a restricted folder.

In a nutshell, folder permissions are like a gatekeeper for your workflows. They ensure that only the right people can access and modify them, protecting your hard work. Whether you’re a pro or a beginner at managing workflows, understanding folder permissions is crucial for keeping things organized and secure.

Frequently Asked Questions #

What are workflow folder permissions? #

They are access controls applied to a workflow folder that determine which users can view, create, and edit the workflows inside it, protecting your automations from unauthorized changes.

Who can use folder permissions? #

Folder permissions are a premium feature available on the Agency Pro Plan or higher, designed for organizations needing granular control over their workflow folders.

How do I set permissions on a folder? #

In the Workflow tab of the Automation section, click the three-dot button on the folder, select “Manage Permissions,” and choose the user type that should have access.

What do the different permission levels grant? #

Agency Admin restricts access to Agency Admins only; Agency User adds Agency Users; Account Admin adds Account Admins; and All opens access to all users.

What does a user without access see? #

They typically won’t see the restricted folder at all. If they do, they can’t open, create, edit, or manage workflows inside it, and editing attempts return a permissions error.

Can a restricted user still affect a contact’s workflows? #

They can see the list of workflows associated with a contact, but they remain restricted from modifying any workflow that lives in a folder they don’t have access to.

Why should I bother setting folder permissions? #

They protect the time and effort you invest in building workflows by ensuring only authorized people can change them, keeping your automation organized and secure.