In this quick article, we explain how Zingtree handles administrative rights and access rules for organizations that have many workflow authors.

Let’s break things down…

The Three Types of Authors

In Zingtree, anyone who can create and manage workflows or invite others to join is an Author. An author can be:

• Billing Administrator: This one individual can make purchases, change plans, and see credit usage and view previous transactions. They can also transfer this role to another person.
• A Super User is an Author with special permissions. A Super User can:
  • See and edit all workflows in the Organization
  • Add new Apps and Integrations
  • Set up Data Connected Objects (if enabled on the account)
  • Set up Knowledge Search sources and other Data Sources (if enabled on the account)
  • Add/remove/edit Authors
  • Add/edit Organizations and their preferences
  • Change/update Author Roles
• Author: Any organization can have multiple Authors. They can create and edit workflows, and invite other Authors to the organization.

Collaborator Roles

An Author who is helping to build a workflow is a Collaborator on that workflow. Collaborators can have one of these permissions on any given workflow:

• Administrator: Can invite others, edit the workflow, and change the permissions of any other Author on a workflow.
• Editor: Can edit the workflow, but cannot delete it or change the permissions of any Author.
• View-only: Can view and examine the workflow, but cannot edit it or manage Collaborators.

In order to be a Collaborator, you must first be added as an Author.

Adding Authors

Anyone who is an author can add another author. Here’s how:

1. Go to Team > Authors
2. Click Invite Author
3. Enter the author's email address.
4. Assign an Author Role (optional). Choosing one of these roles gives the author the special permissions described above. Choosing none of these assigns the Author with standard authoring permissions.

The new author receives an invitation via email to sign up for Zingtree. If the author already has a Zingtree account, they are automatically added to the organization.

You can see all the Authors for your organization from Team > Authors.

Deleting Authors

Only the Super User or Billing Admin for your organization can delete an Author.  You cannot delete a Super User or a Billing Administrator.

To delete an Author:

1. Go to Team > Authors
2. Click the Author that you would like to delete.
   
    
3. Click the Remove Author button.  If there is no Remove button, then the author cannot be deleted by you.
   
    

Assigning a Collaborator to a Workflow

If you are an administrator of a workflow, you can give other authors rights to administrate, edit or view the workflow. Here’s how:

1. Go to My Workflows, and open a workflow.
2. Click Tools > Assign Collaborators.
   
3. Click the Add Collaborator button.
4. Use the drop-down menu to pick an Author from the list.
5. Select the rights to assign (Administrator, Editor, or View-only.)
6. Click Invite.

Assigning an Author to Multiple Workflows Quickly

If you have a lot of workflows, you can assign an author to all of them at once as follows:

1. Go to Team > Authors.
2. Click the Author that you would like to assign workflows to.

3. Click the Edit Workflow Access button.

   

4. Clicking a role in the header row will update the Author's permissions to that role for ALL workflows in the Organization.
   
5. You can assign roles individually as well.
   
6. Be sure to click Save Changes when finished.

See What Others are Working on

When you go to the My Workflows page, you can use filter the list by Author. This shows you all of the workflows this person is collaborating on.

If you’d like access to a workflow, click on the Rights icon next to that workflow. If you are the Super User, you’ll get immediate Administrator rights on that workflow — otherwise, a request will be emailed to the administrators of that workflow that you’d like access. You can also include a custom message when requesting access.