Sharing and Permissions
Share workflows with team members and control who can view, edit, or execute them.
Workflow Visibility
Private
- Only you can access
- Default for new workflows
- Good for personal automations
Team
- All team members can access
- Permissions control what they can do
- Ideal for collaborative workflows
Public (Templates)
- Anyone can view and copy
- Can't edit or run your version
- Great for sharing knowledge
Permission Levels
| Permission | View | Edit | Execute | Delete | |------------|------|------|---------|--------| | Viewer | Yes | No | No | No | | Executor | Yes | No | Yes | No | | Editor | Yes | Yes | Yes | No | | Owner | Yes | Yes | Yes | Yes |
Viewer
Can see the workflow structure and execution logs but can't make changes or run it.
Executor
Can view and manually run the workflow. Useful for team members who need to trigger workflows but shouldn't modify them.
Editor
Can view, run, and modify the workflow. Can publish new versions but can't delete the workflow.
Owner
Full control including deletion and permission management. Workflow creators are automatically owners.
Sharing a Workflow
Share with Team Members
- Open your workflow
- Click Share in the toolbar
- Search for team members
- Select permission level
- Click Share
Share via Link
- Click Share > Get Link
- Choose permission level for link
- Copy and send the link
- Recipients join with that permission
Remove Access
- Go to Share settings
- Find the user
- Click Remove
Team Folders
Organize shared workflows:
Creating Folders
- Go to Workflows
- Click New Folder
- Name the folder
- Set folder permissions
Folder Permissions
Folder permissions apply to all workflows inside:
- Team members inherit folder access
- Individual workflow permissions can override
- Useful for organizing by project or team
Transfer Ownership
Move ownership to another user:
- Open workflow settings
- Click Transfer Ownership
- Select the new owner
- Confirm transfer
Requirements:
- You must be the current owner
- New owner must be a team member
- New owner becomes sole owner
Collaboration Features
Activity Feed
See who's done what:
- Recent edits
- Publish events
- Execution history
Comments
Leave notes for teammates:
- Right-click a node
- Select Add Comment
- Type your message
- Comments visible to all with access
Real-time Indicators
See who else is viewing:
- Avatars show active users
- Cursor positions shown (optional)
- Prevents conflicting edits
Best Practices
1. Use Descriptive Names
Name workflows clearly so team members understand their purpose.
2. Document with Comments
Add comments explaining complex logic or important notes.
3. Use Folders
Organize workflows by project, team, or function.
4. Limit Editor Access
Only give edit permissions to those who need it.
5. Review Before Publishing
Have another team member review changes for critical workflows.
Audit Log
Track permission changes:
- Go to Settings > Audit Log
- Filter by workflow
- See all access changes
Logged events:
- Permission grants
- Permission revocations
- Ownership transfers
- Visibility changes
Next Steps
- Organizations Overview - Team management
- Roles and Permissions - Organization roles
- Draft vs Published - Version control