How to differentiate access to data in FlowFast
FlowFast users have access to the space and all its internal boards and cards. The separation of data access is realized by placing boards in different spaces.
If you need to restrict access to a board/card to some extent, the information below will guide you through FlowFast work organization options.
Your space can only be accessed by people you invite to it once it has been set up.
You can create your own space and add boards from other spaces to it.
You can only create access restrictions for boards by creating a separate space:
Create a new space (+ button when hovering over Spaces in the menu on the left);
Add a target board to this space (Add button above -> Board from another space);
Select the target board;
Add users who should have access to the target board to this space.
User access to the space
FlowFast users have access only to those boards and cards that are located on the spaces available to them.
You can either invite each user individually or create user groups to easily transfer access to spaces.
Creating a group of users
Open menu → Members. Click on the "Groups" tab. Click on the purple plus button.
*Groups can be created by someone who has access rights to the "Members" section.
Enter the group name and basic settings.
When creating the group, check the "Allow adding group to spaces and cards" box. Without this setting, it is not possible to add a group to a space.
Adding a user group to a space
Click on the icon with 2 people in the upper right corner of FlowFast.
Click on the plus icon, in the window that opens select the "Add groups" tab. Click on the name of the group you wish to add.
Confirm your choice.
In FlowFast you can invite guests to spaces with the ability to view boards and leave comments in the cards (it's absolutely free of charge).
Click on the human icon in the upper right corner of the workspace in FlowFast.
In the window that opens, select the "Send invite" tab → enter the email of the person you want to invite and tick the "Invite as guest user" box → click "Send"
*The ability to invite free guest users to your spaces comes in handy if you want to give the customer or outside experts access to your processes.
Access to the card
If you want to show a card to colleagues who don't work in FlowFast - you can open public access to a separate card and configure its visibility by invitation.
Access in the "Documents" section
Important! The Documents module is not bound to spaces and the rights of spaces do not correlate with the rights in this section. Each user can create and work with his/her own documents by inviting and granting access rights to others.
To set up access, click on the "Access" button in the right corner of the screen. After that choose who can view this document or folder.
If you choose the "Everyone in the company" option – all active users of the company will see the document or the folder, regardless of the access rights.
If you choose the "Only invited users" option, no one will see the document or folder until you add members yourself. You can set up each added participant's rights: admin, writer, reader.
Want to show the document to a person who does not work in FlowFast?
Make the document public. Click the "Share" button in the upper right corner of the document and toggle the "Share to the web" toggle switch. Copy the public link and send it to the recipient.
Service desk module
The main purpose of this module is to bring order and organize the work with external requests as conveniently as possible for all participants in the process, i.e. service requests, which are created by employees inside the company, who do not have access to the boards.
The module allows you to receive requests by email, by means of a Telegram bot or a special online form, the fields of which are chosen and configured by you. Requests are automatically created as cards on your board.
You work with the cards as you are used to doing. External users can receive information about the status of their requests and communicate with you in three ways:
Via email;
Through a special interface where all requests are displayed;
With the help of a Telegram bot.
You may find instructions from the Knowledge Base helpful:
"Logging into FlowFast using SSO"
"Uploading files from device, Google Drive, Dropbox to a card"