Drutas provides customizable privacy settings for each workflow, with three types available. These settings impact the team’s privacy and control the team’s visibility to non-members.
Shared Workflows
A shared workflow is accessible to all organization users via the task assignment dropdown when the team’s name is selected. The team’s privacy becomes shared if even one shared workflow exists.
Closed Workflows
By default, a newly created workflow has closed privacy. The team’s privacy is closed when all team workflows are either closed or restricted.
Restricted Workflows
A restricted workflow is for team members only and is visible during task assignment only to team members.
Some important key points on Privacy:
- Team Members: can assign tasks and create tasks using any available workflows, regardless of privacy settings.
- Non-Members:
- Outside the workspace: can assign tasks only using shared workflows.
- Within the same workspace: can assign tasks using shared and closed workflows.
Default privacy settings
You can switch a default workflow’s privacy from closed to shared and if it’s the only workflow listed, the team’s privacy changes to shared, making it visible in task assignment to all organization users.
Single Workflow privacy settings
If a Team has only one workflow, the privacy setting of that workflow will determine the team’s overall privacy to same.
My Board privacy settings
- A board with restricted workflows only allows the owner to create tasks for themselves but the shared workflows let the owner create tasks and allow others to assign tasks to the board
- The default workflow is always shared, with no limit on the number of shared or restricted workflows
- All shared workflows, including the default, appear in Collab Central for task assignment
- You can adjust workflow privacy to exclude them from Collab Central but cannot change the default workflow’s privacy.