Role permissions

Kissflow Apps allows you to share your process form, board form, dataform, dataset, and list with different roles in your application and to external apps and assign them unique access permission.

Note: Manage permission cannot be assigned to externally linked roles. However, it is possible to assign the Initiate permission.

Process form

A role with access to any process form will have permission to initiate or manage the process form.

Initiate	Manage
Initiate new items in the process form	Create and manage items in the process form
Work on all of the items they have created and assigned to them	Have default access to all reports as part of the process form

How permission inheritance works

When a process is shared with a role, its permissions are automatically inherited by the associated reports.

This means that when you assign a role to a process, all users in that role will automatically get access to the related reports without needing to share them separately.
You can still adjust or override the default permissions at any time.

The table below shows how permissions are inherited for processes:

Permission level	Access to process reports
Initiate	❌
Manage	✅

Dataform

A role with access to any dataform will have permission to initiate or manage the dataform.

Read-only	Edit	Manage
Allows users only to view the items.	Enables users to view, create, and update the items.	Enables users to view, create, update, and delete the items.

How permission inheritance works

When a dataform is shared with a role, its permissions are automatically inherited by the associated views and reports.

This means that when you assign a role to a dataform, all users in that role will automatically get access to the related views and reports without needing to share them separately.
You can still adjust or override the default permissions at any time.

The table below shows how permissions are inherited for dataforms:

Permission level	Access to dataform views	Access to dataform reports
Read-only	✅ (all except sheet view)	❌
Edit	✅	✅
Manage	✅	✅

For example, if a dataform is shared with Read-only permission, the users won’t have access to its reports by default.

If the dataform is shared with Edit or Manage permission, users will automatically gain access to views and reports.

Board form

A role with access to any Board form will have permission to initiate or manage the Board form.

 

Read-only	Initiate	Manage	Edit
Can view items in the system views, but cannot edit them.	Can initiate new items and work on all of the items created by them.	Can create new board items, manage items created by them and assigned to them. They will have access to all reports.	Can create, view, and update items.

How permission inheritance works

When a board is shared with a role, its permissions are automatically inherited by the associated views and reports.

This means that when you assign a role to a board, all users in that role will automatically get access to the related views and reports without needing to share them separately.
You can still adjust or override the default permissions at any time.

The table below shows how permissions are inherited for boards:

Permission level	Access to board views	Access to board reports
Read-only	✅	✅
Initiate	✅	✅
Edit	✅	✅
Manage	✅	✅

Board views and reports will be accessible at all permission levels.

Note: To override the inherited permissions, go to the Roles page and adjust the permissions as per your requirement.