Sharing & Permissions
Control who can find, run, and manage your procedures.
Public vs Private
Every procedure is either public or private.
| Visibility | Who can find it | Who can run it |
|---|---|---|
| Public | Everyone in your workspace | Everyone in your workspace |
| Private | Only people you share it with | Only people you share it with |
Set this in your procedure's frontmatter:
access: public # everyone can see and run it
access: private # only shared people can see itMost company-wide procedures (expense reports, PTO requests) should be public. Team-internal procedures (hiring evaluations, performance reviews) should be private.
Sharing with People and Groups
Share procedures using Slack channels or email addresses.
Share with a Slack channel
Everyone in the channel gets access. When people join or leave the channel, their access updates automatically.
share:
- slack:#engineering
- slack:#finance-teamShare with specific people
share:
- email:alice@company.com
- email:contractor@external.comCombine both
share:
- slack:#engineering
- email:contractor@external.comAdmins
Admins can edit the procedure, view all of its runs, and export run data. Set admins the same way you set sharing — Slack channels or emails.
admins:
- slack:#it-internal
- email:cfo@company.comWho Can See Runs
When someone runs a procedure, the run data is private by default.
| Person | What they can see |
|---|---|
| You (the person who started the run) | Everything about your run |
| Admins of the procedure | All runs — they manage the process |
| Assigned people | Only the runs they're assigned to |
| Everyone else | Nothing — the run doesn't exist to them |
How assignment works
Some procedures hand off between people. For example, an expense report might start with you, then get assigned to your manager for approval.
When the procedure reaches a step that involves someone else, Gateway automatically grants them access to the run so they can see the relevant data. They don't see the full history — just what's needed from their step onward.
Common Patterns
Company-wide procedure with a dedicated admin team
access: public
admins:
- slack:#finance-teamEveryone can submit expenses. The finance team can see all submissions and manage the process.
Team-internal procedure
access: private
admins:
- slack:#hiring-committee
share:
- slack:#engineering-managersOnly engineering managers can find and use the hiring evaluation procedure. The hiring committee manages it.
Cross-team procedure with restricted visibility
access: private
admins:
- email:coo@company.com
share:
- slack:#department-headsOnly department heads can initiate partnership evaluations. The COO oversees all of them.
Why Can't Users See Procedure Details?
Regular users can see a procedure's name, category, and description — enough to know what it does and when to use it. They can't see the internal steps, approval thresholds, or evaluation criteria.
This is intentional. If an expense procedure has tiered approval rules ($200 team lead, $1000 department head, $5000+ COO), you don't want people splitting expenses to stay under a threshold. If a hiring evaluation has scoring rubrics, you don't want candidates coaching their referrals on what to say.
Admins always have full visibility into the procedure document.