Workflow access & sharing

Control who sees folders and workflows: Private, Group, and Organization folder visibility, plus Share access (Runner or Builder) on individual workflows.

Overview#

Access in Draft & Goal works on two levels:

1. Folder visibility — who can see a folder in the workflow explorer
2. Workflow sharing — who can open, run, or edit a specific workflow

Admins of the organization have implicit access to every folder and all active workflows in the org.

For the explorer UI tour, see Studio Interface.

Folder visibility#

Visibility is set on root folders only. Subfolders inherit the root folder’s visibility.

Open a root folder’s menu → Visibility & members.

Level	Who can see the folder
Organization	Everyone in the organization
Group	Selected members (+ all Admins as implicit members)
Private	Owner only (+ Admins can still see private folders exist)

Group folders#

1. Set visibility to Group
2. Pick colleagues from the organization people list
3. Save — Admins appear as implicit members (they do not need to be listed)

Private folders#

• Only the owner can set a folder to Private (privatize)
• An Admin editing someone else’s folder can set Group or Organization, but cannot lock it to Private
• Another user’s private folder shows an amber lock: you see it exists but cannot open it

Folder access does not grant workflow access#

Think of the two layers as where vs what:

Layer	What it controls	What it does not do
Folder visibility	Who can see the folder in the explorer and browse that location	Open, run, or edit the workflows filed inside
Workflow Share	Who can open, run, or edit a given workflow	Place the workflow in a folder or show the folder tree

Practical example

1. You create a Group folder SEO campaigns and add Alice as a member.
2. Alice can open SEO campaigns in the explorer.
3. You move three workflows into that folder — but you never click Share on them.
4. Alice sees the folder, yet those workflows stay invisible or inaccessible to her (unless she owns them, or you shared them, or she is an Admin).

What to do when onboarding a teammate to a folder

1. Set folder visibility (Group or Organization) so they can find the location.
2. For each workflow they need:
   • Share with that user (Runner or Builder), or
   • Share with the whole Organization if everyone should access it.
3. Confirm they can open the workflow from the folder table (Run / Edit as expected).

Share a workflow#

From an open workflow on the canvas:

1. Click Share in the top bar
2. Choose User or Organization
3. For a user: search by email in your organization
4. Choose access level:
   • Runner — view and run (read)
   • Builder — edit the workflow (write)
5. Confirm

You can list people who already have access, change their level, or remove the share.

Share target	Effect
Specific user	That member gets Runner or Builder access on this workflow
Organization	All org members get the selected access level on this workflow

Owned vs shared workflows#

In Builder → Workflows:

• My workflows — workflows you own
• Shared workflows appear in lists you can access (and via folder visibility)
• Admins see all active workflows in the organization

Use filters (Owner, status, schedule) and smart views to find shared work. See Studio Interface.

Move and organize#

• Select workflows → Move to folder (or Uncategorized)
• Moving shared workflows respects ownership and Admin rights
• Keep production Apps in Organization or Group folders so the right teammates can find them

Admin privileges#

Organization Admins:

• See every folder (including private ones belonging to others, with lock indicators)
• Bypass folder Group membership for governance
• Access all active workflows without an explicit share

Use Admin for governance and support — not as the default role for every builder.

Next steps#