Custom Workflows: Lifecycle Management

SoterAI gives workspace owners and managers full control over the lifecycle of a custom workflow — from editing and sharing it across workspaces, to cloning it for local customisation, to archiving workflows that are no longer needed.

At a glance

Permissions

All lifecycle actions — editing, sharing, cloning, and archiving — require the manage_workflows permission, which is held by workspace owners and managers. Most actions apply only within the owning workspace — the workspace where the workflow was originally created — except for cloning, which owners and managers can perform from any workspace where the workflow is visible.

Regular workspace members see Use Now and the pin control on workflow tiles, but not the ⋮ lifecycle menu. They can also browse workflows shared with the workspace in the Library.

Workspaces that receive a workflow through sharing can enable it and clone it to create their own editable copy. The original workflow can only be edited from its owning workspace.

Editing and republishing

Owners and managers of the owning workspace can update a workflow's instructions and metadata at any time. Clicking Edit Workflow in the ⋮ menu opens a record details modal prepopulated with the current values. If the workflow was originally created from a chat conversation, an Open conversation button links back to that originating thread.

Saving the modal republishes the workflow immediately. Updates apply to all workspaces where the workflow is currently shared.

See Editing a custom workflow in SoterAI for step-by-step instructions.

Sharing

Workflows can be shared to specific workspaces within the same organisation, or shared organisation-wide so that every workspace can discover it in the Library. Direct user-to-user sharing is not supported. When a workflow is shared with a workspace, its owners and managers receive an in-app notification.

Recipient workspaces can enable and clone the workflow but cannot edit the original.

See Sharing a custom workflow in SoterAI for step-by-step instructions.

Cloning

Owners and managers can clone any workflow visible in their workspace to create an independent copy. The clone has the original title with " (Copy)" appended. Changes to a clone do not affect the original, and updates to the original do not overwrite a clone.

See Cloning a workflow in SoterAI for step-by-step instructions.

Archiving and restoring

Archiving a workflow removes it from all workspaces immediately. Archived workflows are visible to owning-workspace owners and managers in the Library's Archived tab, where they can be restored. Restoring reinstates the workflow and automatically restores all previous sharing — recipient workspaces regain access without any manual re-sharing.

See Archiving and restoring workflows in SoterAI for step-by-step instructions.

The Workflows Library

The Library is a tab on the Workflows page. With this feature enabled, it gains two new verticals alongside the existing categories:

• Shared with you — workflows that have been shared to your workspace, with sharer attribution. Enable one to add it to your My Workflows view under a dedicated Shared Workflows group.
• Archived — archived custom workflows owned by your workspace, with a Restore option. Visible to owners and managers only.

See Discovering shared and archived workflows in SoterAI for more detail. For the Library tab itself, see Workflows Library in SoterAI.

Things to know

• The ⋮ menu (Edit Workflow, Share, Clone, Archive) is only visible on workflows owned by your workspace, and only to owners and managers. Recipients of a share see a Clone button instead.
• Archiving removes the workflow from all workspaces immediately, but restoring it also restores all previous sharing automatically.
• Organisation-wide sharing is dynamic: workspaces created after the share automatically discover the workflow in the Library.
• Share notifications are in-app only in this release. Email notifications are not sent.
• Permanent deletion of custom workflows is not supported.

In this guide

Select a topic below for a detailed walkthrough: