> ## Documentation Index
> Fetch the complete documentation index at: https://docs.stage3.app/llms.txt
> Use this file to discover all available pages before exploring further.

# Permission Levels

> Understanding View, Comment, and Edit permissions for shared processes

## Three Permission Levels

When you share a process, you choose what level of access each person gets. The Business Process Framework uses three standard permission levels that control what people can do with your processes.

<Info>
  Think of permissions like levels of trust. View is "you can see it," Comment is "you can give feedback," and Edit is "you can change it."
</Info>

## The Three Levels

<CardGroup cols={3}>
  <Card title="View" icon="eye" color="#3b82f6">
    **Can see, can't change**

    Read-only access to the process
  </Card>

  <Card title="Comment" icon="message" color="#10b981">
    **Can see and suggest**

    View access plus ability to add comments
  </Card>

  <Card title="Edit" icon="pen" color="#f59e0b">
    **Can change anything**

    Full access to modify the process
  </Card>
</CardGroup>

## View Permission

View permission gives read-only access. People can see the process but can't make any changes.

### What You Can Do with View Permission

<AccordionGroup>
  <Accordion title="See Process Details" icon="eye" defaultOpen>
    * View all activities and their sequence
    * See RACI assignments
    * Read all documentation (SOPs, guides, blueprints)
    * View visual and swimlane diagrams
    * See forms and attachments
    * View KPIs and performance data
  </Accordion>

  <Accordion title="Use as Reference" icon="book">
    * Follow process steps while working
    * Reference procedures during tasks
    * Print or export for personal use
    * Bookmark or favorite the process
    * Search within the process
  </Accordion>

  <Accordion title="Access from Anywhere" icon="globe">
    * Open the process whenever needed
    * View on any device (desktop, tablet, mobile)
    * See real-time updates made by others
    * Receive notifications about changes (if enabled)
  </Accordion>
</AccordionGroup>

### What You CANNOT Do with View Permission

<Warning>
  **Cannot make any changes:**

  * Can't edit activities
  * Can't update documentation
  * Can't change RACI assignments
  * Can't add or remove content
  * Can't share with others
  * Can't add comments or suggestions
</Warning>

### Best For

<CardGroup cols={2}>
  <Card title="Process Users" icon="user">
    Team members who follow the process but don't maintain it
  </Card>

  <Card title="New Employees" icon="user-plus">
    People learning the process who shouldn't edit yet
  </Card>

  <Card title="Stakeholders" icon="briefcase">
    Managers or partners who need visibility but not control
  </Card>

  <Card title="Wide Distribution" icon="building">
    Company-wide processes everyone needs to reference
  </Card>
</CardGroup>

**Example:** Share your customer support process with all support agents (View permission). They can reference procedures while handling tickets but can't accidentally change the documented process.

## Comment Permission

Comment permission includes everything View permission offers, plus the ability to add comments and suggestions.

### What You Can Do with Comment Permission

<AccordionGroup>
  <Accordion title="Everything from View" icon="check" defaultOpen>
    All View permissions apply:

    * See all process details
    * Use as reference
    * Access from anywhere
  </Accordion>

  <Accordion title="Add Comments" icon="comment">
    * Comment on activities
    * Comment on documentation
    * Ask questions about procedures
    * Tag other people in comments (@mentions)
    * Reply to existing comments
    * See all comment threads
  </Accordion>

  <Accordion title="Suggest Improvements" icon="lightbulb">
    * Propose changes or improvements
    * Point out errors or unclear instructions
    * Share insights from experience
    * Recommend additional documentation
    * Suggest better RACI assignments
  </Accordion>

  <Accordion title="Collaborate" icon="users">
    * Participate in process improvement discussions
    * Provide feedback on updates
    * Vote or react to suggestions (if available)
    * See who else has access
  </Accordion>
</AccordionGroup>

### What You CANNOT Do with Comment Permission

<Warning>
  **Cannot make direct changes:**

  * Can't edit the process structure
  * Can't update activities or documentation
  * Can't delete anything
  * Can't share with others
  * Can't accept or implement your own suggestions

  **However:** Your comments and suggestions are visible to people with Edit permission, who can implement your ideas.
</Warning>

### Best For

<CardGroup cols={2}>
  <Card title="Subject Matter Experts" icon="award">
    People with expertise who should provide input
  </Card>

  <Card title="Cross-Functional Partners" icon="handshake">
    Teams that interact with the process
  </Card>

  <Card title="Process Reviewers" icon="magnifying-glass">
    People auditing or improving processes
  </Card>

  <Card title="Collaborative Culture" icon="users">
    Organizations that value input from all levels
  </Card>
</CardGroup>

**Example:** Share your sales process with the marketing team (Comment permission). They can't edit the process, but they can suggest improvements to lead handoff procedures based on their experience.

## Edit Permission

Edit permission gives full control. People can see, comment, and make changes to the process.

### What You Can Do with Edit Permission

<AccordionGroup>
  <Accordion title="Everything from View and Comment" icon="check" defaultOpen>
    All View and Comment permissions apply:

    * See all process details
    * Add comments and suggestions
    * Collaborate with others
  </Accordion>

  <Accordion title="Modify Process Structure" icon="sitemap">
    * Add, edit, or delete activities
    * Create or modify categories
    * Reorder activities
    * Change activity properties
    * Update process descriptions
  </Accordion>

  <Accordion title="Update Documentation" icon="file-lines">
    * Create or edit SOPs
    * Write or modify guides
    * Create or update blueprints
    * Add or remove forms
    * Upload attachments
  </Accordion>

  <Accordion title="Manage RACI Assignments" icon="user-tag">
    * Assign RACI roles
    * Update role assignments
    * Remove assignments
    * Change who's Responsible, Accountable, Consulted, or Informed
  </Accordion>

  <Accordion title="Control Sharing" icon="share-nodes">
    * Share the process with others
    * Change permission levels
    * Remove people's access
    * Generate share links
    * Manage organization-wide visibility
  </Accordion>

  <Accordion title="Configure KPIs" icon="chart-line">
    * Create KPIs
    * Set targets and thresholds
    * Assign KPI ownership
    * Update KPI values
    * Delete KPIs
  </Accordion>
</AccordionGroup>

### What You SHOULD NOT Do with Edit Permission

<Warning>
  **With great power comes great responsibility:**

  * Don't make significant changes without discussing with the team
  * Don't delete content others created without agreement
  * Don't change RACI assignments that were carefully planned
  * Don't share processes with inappropriate people
  * Don't make changes while others are actively editing (risk of conflicts)
</Warning>

### Best For

<CardGroup cols={2}>
  <Card title="Process Owners" icon="crown">
    Person responsible for maintaining the process
  </Card>

  <Card title="Team Leads" icon="user-tie">
    Managers who oversee the process area
  </Card>

  <Card title="Documentation Maintainers" icon="pen-to-square">
    Dedicated people updating documentation
  </Card>

  <Card title="Small Core Teams" icon="users">
    Trusted group collaboratively maintaining processes
  </Card>
</CardGroup>

**Example:** Share your HR onboarding process with the HR Director and Senior HR Coordinator (Edit permission). They can update procedures as policies change without needing to ask permission for every edit.

## Permission Comparison Table

| Capability                | View | Comment | Edit |
| ------------------------- | :--: | :-----: | :--: |
| **See Process**           |  Yes |   Yes   |  Yes |
| **Read Documentation**    |  Yes |   Yes   |  Yes |
| **View Diagrams**         |  Yes |   Yes   |  Yes |
| **See RACI Assignments**  |  Yes |   Yes   |  Yes |
| **Export/Print**          |  Yes |   Yes   |  Yes |
| **Add Comments**          |  No  |   Yes   |  Yes |
| **Reply to Comments**     |  No  |   Yes   |  Yes |
| **Tag Others (@mention)** |  No  |   Yes   |  Yes |
| **Edit Activities**       |  No  |    No   |  Yes |
| **Update Documentation**  |  No  |    No   |  Yes |
| **Change RACI**           |  No  |    No   |  Yes |
| **Manage KPIs**           |  No  |    No   |  Yes |
| **Share with Others**     |  No  |    No   |  Yes |
| **Delete Content**        |  No  |    No   |  Yes |

## Choosing the Right Permission Level

Ask yourself these questions:

<Steps>
  <Step title="Does this person perform activities in the process?">
    **Yes:** At minimum, give View permission so they can reference procedures.

    **No:** Consider if they need access at all.
  </Step>

  <Step title="Should this person help improve the process?">
    **Yes:** Give Comment permission so they can suggest improvements.

    **No:** View permission is sufficient.
  </Step>

  <Step title="Is this person responsible for maintaining documentation?">
    **Yes:** Give Edit permission so they can update as needed.

    **No:** Comment permission is probably enough.
  </Step>

  <Step title="Does this person need to control who else has access?">
    **Yes:** Give Edit permission (includes sharing rights).

    **No:** View or Comment is appropriate.
  </Step>
</Steps>

## Permission Level Examples by Role

| Role                         | Typical Permission | Reason                                            |
| ---------------------------- | ------------------ | ------------------------------------------------- |
| **Process Owner**            | Edit               | Responsible for maintaining the process           |
| **Team Lead/Manager**        | Edit               | Oversees the process and makes updates            |
| **Team Members**             | View               | Follow the process but don't maintain it          |
| **New Employees**            | View               | Learning the process, shouldn't edit yet          |
| **Subject Matter Expert**    | Comment            | Provides valuable input but doesn't maintain docs |
| **Cross-Functional Partner** | Comment            | Interacts with process, can suggest improvements  |
| **Executive/Stakeholder**    | View               | Needs visibility but not control                  |
| **Auditor/Compliance**       | View or Comment    | Reviews for compliance, may suggest changes       |
| **Consultant/Contractor**    | View               | Temporary access for specific projects            |

## Changing Permissions

You can update someone's permission level at any time:

<Steps>
  <Step title="Open Share Settings">
    Click the Share button for the process.
  </Step>

  <Step title="Find the Person">
    Locate the team member in the access list.
  </Step>

  <Step title="Click Current Permission">
    Click on their current permission level (View, Comment, or Edit).
  </Step>

  <Step title="Select New Permission">
    Choose the new permission level from the dropdown.
  </Step>

  <Step title="Save">
    Changes take effect immediately. No need to notify the person unless you want to explain the change.
  </Step>
</Steps>

<Note>
  **Common reason to change permissions:** Promoting someone from View to Comment as they gain experience, or from Comment to Edit when they become a process maintainer.
</Note>

## Permission Best Practices

<CardGroup cols={2}>
  <Card title="Start Conservative" icon="shield">
    Give the minimum permission needed. It's easier to grant more access later than to restrict it.
  </Card>

  <Card title="Limit Editors" icon="users-slash">
    Too many people with Edit permission creates chaos. Limit to 2-4 maintainers per process.
  </Card>

  <Card title="Use Comment Freely" icon="comments">
    Comment permission is great for collaborative culture. People feel heard without risking accidental changes.
  </Card>

  <Card title="Review Regularly" icon="calendar-check">
    Audit permissions quarterly. Update as people's roles change or as they gain experience.
  </Card>
</CardGroup>

## Common Permission Scenarios

<AccordionGroup>
  <Accordion title="Scenario: Team Member Keeps Asking Questions" icon="comment-dots" defaultOpen>
    **Problem:** A team member with View permission constantly emails questions about the process.

    **Solution:** Upgrade them to Comment permission so they can ask questions directly in the process. This creates a knowledge base for others.
  </Accordion>

  <Accordion title="Scenario: Too Many Conflicting Edits" icon="triangle-exclamation">
    **Problem:** Multiple people with Edit permission are making conflicting changes.

    **Solution:** Reduce Edit permissions to just 1-2 process owners. Downgrade others to Comment so they can still suggest changes.
  </Accordion>

  <Accordion title="Scenario: Someone Left the Team" icon="user-minus">
    **Problem:** A former team member still has Edit permission after changing roles.

    **Solution:** Remove their access entirely or downgrade to View if they still need to reference the process occasionally.
  </Accordion>

  <Accordion title="Scenario: Want Feedback Before Implementing" icon="lightbulb">
    **Problem:** You want team input on a new process before finalizing it.

    **Solution:** Share with team members with Comment permission. Gather feedback via comments, then implement suggested changes.
  </Accordion>
</AccordionGroup>

## Security Considerations

<Warning>
  **Sensitive Processes**

  For processes containing sensitive information (financials, compensation, legal, personal data):

  * Limit sharing to only necessary people
  * Use View permission by default
  * Only grant Edit to trusted owners
  * Regularly audit who has access
  * Never use public sharing
</Warning>

<Warning>
  **Compliance Processes**

  For processes subject to audit or regulatory requirements:

  * Track who has Edit permission
  * Consider requiring approval for changes
  * Document why people have access
  * Review access during audits
  * Use version control features
</Warning>

## Tips for Success

<CardGroup cols={2}>
  <Card title="Communicate Changes" icon="megaphone">
    When changing someone's permissions, let them know why. This prevents confusion.
  </Card>

  <Card title="Document Decision Criteria" icon="clipboard-list">
    Create guidelines for your team about who gets which permission level.
  </Card>

  <Card title="Trust Your Team" icon="handshake">
    Don't withhold Comment permission out of fear. Collaborative input improves processes.
  </Card>

  <Card title="Monitor Activity" icon="chart-line">
    If your system shows who's editing, monitor for issues and adjust permissions as needed.
  </Card>
</CardGroup>

## Next Steps

<CardGroup cols={3}>
  <Card title="Sharing Processes" icon="share-nodes" href="/processes/sharing-processes">
    Learn how to share processes with your team
  </Card>

  <Card title="Working with Shared Processes" icon="folder-open" href="/processes/working-with-shared">
    Learn how to use processes shared with you
  </Card>

  <Card title="Collaboration Best Practices" icon="users" href="/processes/collaboration-best-practices">
    Tips for effective team collaboration
  </Card>
</CardGroup>