Discovering shared and archived workflows in SoterAI
The Workflows Library is a tab on the Workflows page. When the Custom Workflows Lifecycle Management feature is enabled, the Library gains two additional sections — Shared with you and Archived — alongside the existing category sections (Getting Started, EHS/Risk, and others).
Library sections
| Section | What it contains | Who can see it |
|---|---|---|
| Shared with you | Workflows shared to this workspace from another workspace or organisation-wide, with sharer attribution | Users with workflow access in the workspace |
| Archived | Archived custom workflows owned by this workspace, with a Restore action | Owners and managers of the owning workspace |
When nothing has been shared with the workspace, the Shared with you section shows “No workflows have been shared with this workspace yet.” The Archived section similarly shows an empty state until a workflow is archived.
Discovering and enabling shared workflows
Workflows in the Shared with you section are available to your workspace but are not yet active in your My Workflows view. To start using one:
- Open the Library tab on the Workflows page.
- Go to the Shared with you section.
- Find the workflow you want to use and enable it on the tile.
Once enabled, the workflow appears in your My Workflows view under a dedicated Shared Workflows group, kept separate from your own custom workflows.
You can disable a shared workflow at any time by toggling it off on the tile. This removes it from My Workflows but does not remove the original workflow or affect other users.
Sharer attribution on shared workflow tiles
Each tile in the Shared with you section shows who shared the workflow with your workspace, so you can understand its source and context before enabling it.
Cloning a shared workflow
If you are an owner or manager and want to customise a shared workflow, click Clone on the tile. This creates an independent, editable copy in your workspace. You do not need to enable the workflow before cloning it. See Cloning a workflow in SoterAI for full details.
Restoring archived workflows
The Archived section lists all custom workflows owned by your workspace that have been archived. To restore one:
- In the Library, open the Archived section.
- Find the workflow and click Restore.
The workflow is reinstated in your workspace and all previous sharing is automatically restored — recipient workspaces regain access without any further action. See Archiving and restoring workflows in SoterAI for full details.