Sharing a custom workflow in SoterAI
You can share a custom workflow with other workspaces in your organisation, or make it available organisation-wide so any workspace can discover and enable it from the Library.
Permission required: manage_workflows in the owning workspace (held by workspace owners and managers). Target workspaces must belong to the same organisation. Direct user-to-user sharing is not supported.
Sharing options
| Scope | Who can see the workflow | Notes |
|---|---|---|
| Specific workspaces | The selected workspaces only | An explicit grant per workspace. You can add or remove workspaces at any time via the Share dialog. |
| Entire organization | All workspaces in the organisation, including those created after the share | A single org-level toggle. New workspaces inherit visibility automatically — no need to reshare. |
How to share a workflow
- Go to the Workflows page and locate the custom workflow you want to share.
- Click the ⋮ menu on the workflow tile and select Share.
- The Share workflow dialog opens, showing an Entire organization toggle (“Available in every workspace's Library”) and a searchable list of workspaces. Workspaces that already have access are pre-selected.
- Select the workspaces you want to share with, or switch on the Entire organization toggle for org-wide sharing.
- Click Save changes. Recipients will see the workflow appear in the Library's Shared with you section.
Revoking access
Open the Share dialog again and deselect a workspace (or switch off the Entire organization toggle). Deselected workspaces are marked with a red Will be removed badge before you save. After saving, the workflow disappears from those workspaces immediately.
Notifications
- When a workflow is shared with a workspace, the owners and managers of the recipient workspace receive an in-app notification naming the workflow, the recipient workspace, and who shared it.
- Only newly granted workspaces trigger a notification — re-saving an unchanged share does not send a duplicate.
- No notification is sent when access is revoked.
- Notifications are in-app only. Email notifications are not sent in this release.
What recipients can do
Once a workflow has been shared with a workspace, users in that workspace can:
- Discover the workflow in the Library's Shared with you section.
- Enable it so it appears in their My Workflows view under a dedicated Shared Workflows group.
- Clone it (owners and managers only) to create their own editable copy in their workspace.
Recipients cannot edit the original workflow. To customise it, they must clone it first.
Things to know
- If a workflow is archived, it is removed from all recipient workspaces immediately. When it is restored, all previous sharing is automatically reinstated — recipients regain access without any action required on your part.
- You can share to specific workspaces and enable Entire organization at the same time; the two scopes are independent.
- The Share dialog shows which workspaces already have access, so you can manage the current sharing state in one place.