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Workflow Permissions and Sharing in Workflow Builder

Learn how to manage workflow permissions, grant build or run access, and share workflows across your workspace—from creation and collaboration through admin approval and publication.

Last updated: Feb 4, 2026

Overview

Workflow Builder lets you create workflows, collaborate with teammates, submit drafts for approval, and share published workflows with your organization.

Workflow access is determined by two layers:

  • Workspace permissions — control who can create, publish, and approve workflows.
  • Workflow-level access — control who can collaborate on or run specific workflows.

Together, these settings determine who can view, modify, or execute a workflow.

Key Concepts

  • Workflow Builder Admin: Can create, edit, review, approve, and publish workflows.
  • Workflow Builder: Can create workflows, collaborate on drafts, and submit for Admin approval.
  • User: Can only run workflows shared with them.
  • Build access: Permission to edit or collaborate on a workflow.
  • Run access: Permission to execute a workflow after it is published.

Important: Publishing a workflow does not automatically make it available to others. You must grant run access after publication.

Workflow Lifecycle

The diagram below illustrates the full lifecycle of a workflow—from creation through collaboration, approval, publication, sharing, and output viewing.

Image of flow chart with step 1: create workflow, step 2: share with another builder, step 3: submit for approval, step 4: review for approval, step 5: publish workflow, step 6: share workflow, step 7: run workflow, step 8: share workflow outputs

Permissions and Access

Granting Workspace Permissions

Before sharing workflows, understand the three permission levels that define what users can do in Workflow Builder:

Permission Level

Abilities

Sharing

Permission Needed

Workflow Builder Admin

  • Create, view, edit, and manage all workflows
  • Review workflows submitted by Builders
  • Approve/reject workflows for sharing
  • Publish workflows to the entire workspace

Workflow Builder admin

Workflow Builder

  • Create workflows, collaborate on drafts
  • Share drafts with Builders to collaborate on creation and testing pre-publication
  • Submit drafts for Workflow Admin approval
  • Share run access for individual users (not entire workspace) on published workflows

Workflow Builder access

User

  • Run workflows shared with them
  • Cannot create, edit, or share workflows

None

Workflow-Level Access

Manage Build Access: Control Who Can Edit or Share

Build access controls who can collaborate with you to make changes to a workflow.

Note: Only users with Workflow Admin or Builder permissions in your workspace can be granted Edit or Full access.

  1. Open a workflow and click Access in the top right corner.
  2. Select Manage build access.
    Image of granting builder access to workflow
  3. Choose the level of access to grant:
    1. View: Read-only; can view and run drafts, but not edit.
    2. Edit: Can modify steps, prompts, and structure.
    3. Full: Can edit, share, and delete the workflows.
      Image of granting access level in workflow

Manage Run Access (Published Workflows)

Run access determines who can execute a workflow after it has been published.

Important: Workflow Builders cannot manage run access until a Workflow Admin publishes the workflow.

  1. Open a published workflow and click Access.
  2. Select Manage run access.
  3. Add the email addresses of the users who should be able to run the workflow.
    Image of granting run access in workflow
  4. [Optional] To give all users in the workspace the ability to view and run the workflow, Workflow Admins can grant run access to everyone at [your workspace name]. Once shared, the workflow will be visible to everyone under the Workflows tab.
    Image of granting run access to all

Remove Access to Workflows

To revoke access:

  1. Open the workflow and click Share.
  2. Locate the user(s) in the list.
  3. Open the dropdown next to their name and select Remove.

Note: Access changes take effect immediately.

Sharing Workflow Outputs

You can share outputs from workflows you’ve built using the Workflow Builder by clicking the Share button shown below.

Image of Share button on workflow

Share output by:

  • Entering individual email addresses, or
  • Sharing a link with users in your workspace
Image of share access options on workflow

Important:

  • Recipients must have run access to view workflow outputs.
  • If the workflow uses vault files, output access inherits vault permission rules.
  • Sharing workflows and outputs is always intentional and controlled by you. Workflows are never shared outside your workspace unless you explicitly grant access.
Image of tool tip for sharing permissions on workflow

Publishing and Approval

Builders and Admins can manage access to their workflows in Workflow Builder. Admins can also manage publication requests here.

Important: Editing an already published workflow does not update it for other users automatically.

  • If you are a Workflow Builder, any edits to a published workflow must be re-submitted for approval, and a Workflow Builder Admin must publish the updated version.
  • If you are both the original Builder and an Admin, you must still re-publish the workflow after making edits for the changes to be reflected to everyone.

Review Pending Workflows

From the Workflow Builder page,

  • Builders and Admins can collaborate and manage access to workflows shared directly with them.
  • Admins can review workflows submitted for approval.

Note: Workspace Admins can still see all workflows, even if not explicitly shared with them, in Settings > Workspace Workflows.

To review workflows pending approval:

  1. Go to Workflows > Workflow Builder
  2. Check Workflows pending approval at the top.
    1. Admins: Approve or deny workflows, or open them for additional context.
    2. Builders: Track workflows you’ve submitted for approval.
  3. Manage access.
    1. Admins: After approving a pending workflow, manage run and build access for that workflow under Settings > Workspace workflows.
    2. Builders: Open the workflow, then click Access to manage who the workflow is shared with.

Admins Only: View All Workflows

From Settings, Workflow Builder Admins can view all workflows in the workspace—published and unpublished.

To view:

  1. Go to Settings > Workspace workflows
  2. Use filters to view status, creator, and more.

Workflow Ownership

You own the workflows you build in Harvey — including how it works and what you put into it.

For more details, expand the dropdown below.

FAQs

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Embed Vaults and Knowledge Sources in Workflow Builder

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