Sharing a Workflow Template

Owned by Laura White (Unlicensed)
Last updated: Feb 26, 2024 by Kenny Teves
2 min read

You can share a workflow template with anyone within your community in Enterprise TMS. On this page, you’ll learn what users can do with workflow templates and how to manage these.

Workflow Permissions

Workflows belong to the community where they are created. This means that community admins are given ownership access to all workflows in their community by default. The creator of the workflow is also given ownership access to the workflow, but that access can be revoked by another owner or a community admin if they are a project manager. A community admin's access cannot be revoked. 

The only workflows that cannot be edited or deleted by community admins are the Enterprise Default workflows that are provided to all communities when they are created. 

Workflow Owners 

Creators of workflow can do the following:

  • Share the workflow with other project managers and community admins. 

  • Use the workflow on any project

  • Access all options on the Workflow management bar:

    • Create new projects using the workflow

    • Copy a workflow

    • Edit workflow metadata

    • Change workflow settings such as adding or deleteing phases, or adding or editing rules.

    • Delete the workflow

Shared Users 

Users who has access to workflows can do the following:

  • They can use workflows that are shared with them to create new projects, but they cannot edit the workflow.

  • Access limited options on the Workflow management bar:
     

  • Use the workflow to create new projects

  • Copy the workflow (to create new workflows)

Add a workflow owner

Only users with the project manager role and higher can be given access to workflows. 

To add another owner to a workflow, follow these steps:

  1. Open a workflow. (Go to the Templates menu, click Workflows and select the workflow). 

  2. Click the Configuration tab (or click the cog icon to display it). 

  3. Switch to the Settings tab and scroll down.

    1. Under Workflow Owners, type and select the name of the project manager(s) or group(s) that should have full access to the workflow.

  4. All changes are saved automatically; the new user(s) will now have full access to manage the current workflow.

Add a shared user

To add a shared user to the workflow, follow these steps:

  1. Open a workflow. (Go to the Templates menu, click Workflow Templates and select the workflow). 

  2. Click the Configuration tab (or click the cog icon to display it). 

  3. Switch to the Settings tab and scroll down.

    1. Under Shared Users, type and select the name of the project manager(s) or group(s) that should have limited access to the workflow.

  4. All changes are saved automatically; the new user(s) will now have access to use (but not manage or edit) the current workflow.