What Limited, Member, and Guest users see in a run
By default everybody on a run sees every step in it. If that is not what you want for the people outside your core team, one setting changes it.
The setting
Hide all but assigned steps from limited, member, and guest roles. With it on, people in those three roles see only the steps assigned to them. Admins and Users always see the whole run.
It exists in two places:
- On the workflow, in Workflow Settings. Every run created afterwards inherits it.
- On an individual run, in the run's settings, when one run needs to differ.
When to use it
Use it when a run involves people outside the team who should see their own task and nothing else: a contractor, a client, a candidate, another department. They get a short focused list instead of your whole internal process, which is both clearer for them and more discreet for you.
Leave it off when everyone on the run is a colleague who benefits from seeing the context around their step.
What it does not do
This controls what is shown to those roles within a run they are already on. It is not a substitute for deciding who is on the run in the first place, and it does not change what Admins or Users can see.
Guests are narrower again and are worth understanding separately. See Guest Users.