Every user in altaFlow is assigned a workspace role that defines their level of access and permissions. These roles — Owner, Supervisor, Auditor, Creator, Filler, and Guest — determine what a user can see and do within a workspace.
Workspace roles
Owner is the teammate who owns the workspace. The Owner has all the permissions of a Supervisor and can also delete the workspace.
Supervisor is a role for teammates with full operational access: they can send documents, create templates, design workflows, manage teammates, and handle billing. Supervisors are a great option when you need multiple people to manage a workspace.
Auditor is a read-only role. Auditors can view all documents, templates, workflows, and revisions in a workspace, but cannot edit or manage them. This role is ideal for oversight and compliance.
Creator is a role for teammates who can create templates, design workflows, and send documents. Note that Creators can only view and manage the templates and workflows they have created.
Filler is the default role assigned to teammates when they accept an invitation to join a workspace. Fillers can send and delete their own documents in team workflows.
Guest is a role for external users who receive documents. Guests can view, fill out, and download documents sent to them, but cannot create or manage documents on their own.
Learn more about teammate management in this article.
The table below summarizes the key permissions for each workspace role:
Role | Workspace management | Workflow view | Workflow management | Documents sending | Teammates management | Billing management |
Owner | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Supervisor | ✓ | ✓ | ✓ | ✓ | ✓ | ✓ |
Auditor |
| ✓ |
|
|
|
|
Creator |
| ✓ * | ✓ * | ✓ * |
|
|
Filler |
|
|
| ✓ ** |
|
|
Guest |
|
|
|
|
|
|
* Creators can only view and manage the workflows and templates they have created, and send documents from them.
** Fillers can only send and delete their own documents in team workflows.
Let's go over an example of roles permissions:
Suppose a small business owner wants to streamline their onboarding process for new hires. They decide to create an automated workflow to collect all the necessary information and forms from new hires.
Owner: The Owner creates a workspace and sets up the initial workflow for the onboarding process. They also add their HR supervisor and assistant, giving them access to view and edit the workflows and sent documents, as well as manage any other team members added to the workspace.
Supervisor: The HR supervisor, as a Supervisor, can add new teammates, set up new workflows, and send documents. They use their access to the Onboarding workflow to customize it for each new hire, adding their personal details and any necessary forms.
Creator: The HR assistant, as a Creator, can create one-time workflows and workflows but can only view and edit the ones they've created. With their level of access, they can create new workflows for reference checks, which is integrated into the onboarding process.
Filler: The new hire, as a Filler, receives an email invitation to join the workspace and fill out the necessary documents. They fill out their personal details, upload the required forms, and complete any necessary tasks.
A new hire may not have an account at the moment. One will be created automatically with the Filler role once the received documents are filled out.
Auditor: The CEO, as an Auditor, can view all workflows, documents, and revisions in the workspace, giving them a bird's eye view of the onboarding process and allowing them to spot any potential issues or inefficiencies. They can also provide feedback and suggest improvements to the HR supervisor.
In this way, each role plays a key part in the onboarding process:
Owner sets up the initial workflow;
HR supervisor manages the workflow and customizes it for each new hire;
HR assistant creates new documents and workflow to improve the process;
New hire completes the necessary forms and tasks;
CEO oversees the entire process and provides feedback.
Based on the example above, you can see that the roles in the Workspace are essential for delegating tasks, managing permissions and access levels, and streamlining workflows. Each role has its own set of permissions and responsibilities, allowing team members to work together efficiently and effectively within one Workspace.
Workflow-level permissions
In addition to workspace roles, altaFlow provides workflow-level permissions that give finer control over what a user can do within a specific workflow. These permissions are granted on top of the user's workspace role — the workspace role itself remains unchanged.
You can set the following access levels for a workflow:
Admin — allows to run, edit, and manage this workflow.
Fill and share — allows to run and manage documents for this workflow.
Note: You can share workflow access with users who are not yet added to your workspace. Upon sending an invitation, the user will be added as a teammate with the Filler role and have shared access to the specific workflow.
The screenshot below shows how to share a workflow and set the access level for each user:
Workflow visibility
You can also control who can see a workflow by setting its visibility level. altaFlow supports three visibility options:
Private workflow is only visible to the Creator, workflow Admins, and teammates with Fill and Share access. The Owner, Supervisor, and Auditor roles always have access to every workflow in a workspace, including private ones.
Example: the HR manager creates a private workflow for the employee onboarding process. The HR manager can limit access to only themselves and the HR team members who have been granted Fill and share access to the workflow. This ensures that sensitive employee information is kept confidential and is only accessible to authorized persons.
Group workflow is accessible to the members of a selected group per their access rights. Like the Owner and Supervisor at the workspace level, a Group Admin can run workflows and set up group workflows. Check the instructions on group creation in this article.
Example: the HR team can create a group workflow for an employee performance review process. The group workflow can be set up so that only the HR team members and managers who are part of the performance review process can access the workflow. This ensures that sensitive employee performance information is only accessible to authorized persons.
Team workflow allows every teammate in a workspace to run the workflow.
Example: the HR team can create a team workflow for the employee time off request process. The workflow can be set up so that all teammates in the workspace can access the workflow and submit time off requests. However, the HR team members can be granted Admin access to the workflow, allowing them to configure and manage it.
By default, a workflow is Private. To change its visibility, click Private and select Team access. If you have at least one group created, the Group access option will also be available in the dropdown list.
Group roles
When teammates are organized into groups, you can assign group-level roles that apply within that specific group. These roles are separate from workspace roles and control what a teammate can do within the group's workflows.
altaFlow supports two group roles:
Group Admin — can configure workflows created for the group. Like Owners and Supervisors at the workspace level, Group Admins can run and set up workflows for their group.
Group Auditor — has read-only access to all documents in all workflows created for the group.
To assign a group role, open the group panel, click the three-dot menu (⋯) next to a group member's name, and select Make group Admin or Make group Auditor. From the same menu, you can also add the teammate to another group or remove them from the current one.
Note: Assigning a group role does not change the teammate's workspace role. Group roles provide additional permissions that apply only within the scope of that group.