Knowledge base
Users, roles and assignment
Assignees, reassigning work, delegation, deactivated users and notifications.
20 answers· 1 tips
Answers
- FixWhy does my process say "There is no assignee for the next step" or show a step as Unassigned?The step's assignee resolves to nobody. Check the assignee source, make sure the user is active and matches User management exactly, publish, then reassign the stuck items.
- How-toHow do I find earlier requests, or give a manager or auditor read-only access to all items?Use Created by me and Participated items for your own items; share a process report to give others view-only access to everything.
- How-toHow do I reassign pending items from a user who left, was deactivated, or is on leave?Filter the process Administration list by the user and bulk reassign, then change the step's assignee so new items go to an active user.
- FixWhy aren't users getting Kissflow email notifications for assigned items?Check spam and mail filters, confirm the user is the assignee and the notification is on, and ask support to check for a blocked address.
- How-toHow do I assign a workflow step to a user picked in the form, from a dataset, to a group, or by condition?Map a User field as the assignee, or use More assignment options for datasets, tables and formulas such as user(), userandgroup() and if().
- FixWhy can't an assignee edit or approve, and how do I stop requesters withdrawing or reassigning?Open the item from Assigned items to act on it, and hide Withdraw or Reassign per step under Permissions > Configure initiator actions.
- How-toHow does task delegation work?Users delegate their own future process tasks from My settings, and Super Admins can delegate on a user's behalf from Account administration. Only new tasks are redirected.
- FixWhy doesn't approving or rejecting from the email update the item?Send the drafted reply unchanged within 30 days, and have IT enable SPF and DKIM on your mail domain; otherwise sign in and act in Kissflow.
- How-toCan I customize Kissflow's default notification emails?Predefined notifications can only be turned on or off, so create a custom notification with your own content, or send email from an integration.
- How-toCan I stop emails going to users when I add them to a process or change their access?Turn off the matching process management notifications, such as Member added to the process, in the process's Notification settings.
- How-toHow do I record who approved a step that was assigned to a group?Add a text field and an integration on the trigger When an item is approved by an assignee at this step that writes the approver into that field.
- How-toShould I deactivate or delete a user, and what happens to their data?Deactivate users you might bring back; their data stays. Deleting is permanent and removes their data, so reassign items and export user data first.
- How-toWhich process features work differently inside apps?Impersonation isn't supported for app processes, the Users system table isn't available in app Analytics, and comment mentions are limited to current and previous assignees.
- FixA field shows in Administration or reports but not to users on the form, or the other way roundStep permissions hide fields from users at that step but not from admins. Hide a field at the form level to hide it everywhere.
- How-toHow do I show a different navigation menu or home page to each app role?Create a navigation for each role under Interface > Navigation, then set each role's home page and navigation in Roles.
- How-toHow can I see whose queue an item is waiting in?Add the Currently assigned to column to a process report and filter on it, or use the User performance tab of the Metrics report.
- How-toHow do I rename, archive, or delete an app?Rename the app in the app builder under Settings > General settings. Archive and delete it from Explore > Apps > Managed by me in the production environment.
- FixWhy do users see a process on Explore when I haven't shared it with them?Seeing a process on Explore doesn't give access. Check whether the user, one of their groups, or Everyone is still assigned to it.
- How-toHow can managers see the tasks assigned to their team?Build a user workload report in Analytics from the ProcessInstance table, then filter it to the team's users. Use the Metrics report's User performance tab for one process.
- How-toHow do I stop every user from creating apps?Only users mapped to the development environment can build apps, so map only your developers there.