ProcessOn Multi-person Collaboration Permission Settings and Version Management

kapababala

When editing flowcharts collaboratively with multiple people in ProcessOn, how do you set different permission levels for team members (Read-only / Editable / Administrator)? Does it support a version history rollback feature?

flaneurs_lobster

Pretty niche product, there's not even a subReddit for it.

Have you checked their online help?

bob_a_builder

FYI
I typed your question into Gemini AI
https://gemini.google.com/app?hl=en-GB

At least it had heard of it
No doubt you could drill further down with some more detailed/targeted questions

It said this …..

When editing flowcharts collaboratively with multiple people in ProcessOn, how do you set different permission levels for team members (Read-only / Editable / Administrator)? Does it support a version history rollback feature?

In ProcessOn, collaboration is handled through the Share menu or via Team folders. You can precisely control what others see or do, and the platform does support version history, though the depth of that history depends on your subscription.

Setting Permission Levels

You can set permissions at two levels: for individual files or for folders within a Team.

1. Individual File SharingWhen you click the Share button (top right of the editor), you can invite collaborators via email or username. For each person, you can select:

• Viewer (Read-only): Can see the chart and comments but cannot move elements or edit text.
• Editor: Can fully modify the flowchart, add elements, and invite others (depending on owner settings).

2. Team/Folder PermissionsIf you are working within a "Team" space, permissions are more structured:

• Administrator: Can manage team members, delete the file, and change settings.
• Editor: Standard collaborative access.
• Viewer: Observation only.

Version History & Rollback

Yes, ProcessOn includes a Version History feature that allows you to see past changes and restore previous states.

1Access HistoryOpen the File menu

In the editor, go to File > History Version (or Revision History). A sidebar will appear on the right showing a list of saved versions.

2Identify the TimestampCompare by date/user

ProcessOn automatically saves versions periodically. Look for the specific time or the name of the collaborator who made the changes you wish to undo.

3Preview and RestoreValidate before rolling back

Click a version to see a preview of how the chart looked at that time. If it’s the correct one, click Restore this version.

Note on Subscription: Free accounts typically have a limited number of history versions (usually the last few days or a set count), while Premium/Team users have extended or unlimited history retention.

Comparison of Roles

Role	View	Edit	Manage Members	Delete File
Viewer	✅	❌	❌	❌
Editor	✅	✅	❌	❌
Admin/Owner	✅	✅	✅	✅