Managing members and permissions

Roles and permissions

Kissflow supports the following roles to facilitate dataset sharing:

Admin

A dataset Admin has the highest privilege in a dataset and anyone who creates a dataset becomes its Administrator i.e. Admin by default.

A Dataset Admin can:

• Create, edit, and delete datasets and dataset views
• Add or remove flow members in a dataset and assign relevant roles to them
• Access the dataset history
• Add or remove columns from a dataset
• Modify the role of flow members to an Admin, a Member, or a Viewer as necessary without any restrictions

Tip

Is there a way for a dataset Admin to access others' datasets?

Yes, if the dataset Admin is also a Super Admin at the account level, they will be able to access anyone's dataset, access its share settings, make themselves an Admin or any role of their choice.

Dataset Member

The permissions granted to a dataset Member are relatively restricted when compared to the Admin and they can:

• Modify the values of a dataset
• Add or remove rows in a dataset
• Duplicate a dataset
• Create, edit, and delete the dataset views they own
• Make another flow member a dataset Member or a Viewer only, i.e., they cannot make anyone an Admin or modify or delete the already existing Admins in a dataset.

Note

A Dataset Member cannot add or remove columns in a dataset.

Dataset Viewer

A dataset Viewer has the least set of privileges comparatively. They can only:

• View a dataset
• Export the dataset
• Filter values in the dataset

Note

If a flow member is only a Viewer in a dataset but has Super Admin access at the account level, they will be able to access any dataset and access its Share settings.

They can make themselves an Admin/Member/Viewer in the dataset they access via their Super Admin privilege and perform relevant actions as they wish.

Roles and permissions of a flow member in a dataset

Here is a detailed overview of permissions for these roles:

Permissions	Admin	Member	Viewer
Manage dataset settings	✓	X	X
Add or remove flow members	✓	✓	X
Edit or delete fields in a dataset	✓	X	X
Create, edit, and delete views	✓	✓	X
Access dataset history	✓	X	X
Delete dataset	✓	X	X
Duplicate a dataset	✓	✓	X
View dataset	✓	✓	✓
Share dataset	✓	✓	X*
Import dataset	✓	✓	X
Export dataset	✓	✓	✓
View members	✓	✓	X
Filter dataset values	✓	✓	✓
Add or remove rows in a dataset	✓	✓	X
Add or remove columns in a dataset	✓	X	X
Modify dataset name	✓	X	X
Modify dataset description	✓	X	X
View configurations	✓	X*	X

Sharing a dataset with the flow members

Anyone who creates a dataset becomes its Admin by default.

1. Navigate to the dataset for which you would like to add members.
2. Click the Share button ().
3. Click +Add members

   

     
4. Enter the name or email address of the flow member you would like to add.
5. Select a relevant role that would best suit them. Learn more about the different roles we support for a dataset here.
6. Click Add.

Tip

Only the Flow Members who are Super Admins in their Kissflow account will be able to access the above Share settings page, i.e., irrespective of the role someone plays in a specific dataset, they will be able to view other datasets and access their Share settings section if they are a Super Admin user in their account.

Managing members in a dataset

As a dataset Admin, you can modify the roles of other flow members in your dataset.

To modify one's role:

1. Navigate to the dataset page > Share.
2. Click the More actions icon () beside a specific user's name.

   

     
3. Reassign the user to a different role or remove them from the dataset as necessary.

 

Learn the privileges you have in terms of reassigning users based on your current role in the dataset:

Your current role in the dataset	Make an admin	Make a member	Make a viewer	Remove
Admin	✓	✓	✓	✓
Member	X	✓	✓	✓*
Viewer	X	X	X	X

• (*) - A Member can remove another Member or a Viewer only. They cannot remove the Admins from the dataset.
• A Viewer can neither modify anyone's role nor remove them from a dataset.