Share Workflows Among Departments
Overview
You can share workflows across departments by centralizing them in a single location and granting access to other departments without giving them edit permissions. Shared workflows remain editable in their central location, while departments that receive the share can only view and use them.
How to share a workflow with departments
Steps to share
- Open the central workflows department and locate the workflow you want to share.
- Click More next to the workflow.
- Select Share with Departments.
- Choose the departments you want to share the workflow with.
- Click Save.
What happens in the departments
For each department you share the workflow with, you will see the workflow listed under Shared Workflows. In those departments, you cannot edit the workflow; you can only use it and view it.
- Example: In the First Avenue department, the shared workflow appears in Shared Workflows, but editing is not allowed.
Editing the workflow in the central location
The workflow can be edited in the centralized location where it exists (the central workflows department). After making changes, save, and those updates will be available to all departments that you’ve shared the workflow with. Importantly, those departments cannot edit the shared version themselves.
Use cases
Centralized workflows shared to multiple departments help you:
- Maintain consistency across locations
- Control who can modify the workflow
- Provide departments with ready-to-use processes
Tips
- Verify which departments have access before sharing a workflow.
- Remember to Click Save after selecting departments to apply the sharing.