:Harvey:Support

Manage Workflow Permissions and Sharing

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

Last updated: Nov 13, 2025

Overview

As a Workflow Builder, you can create a workflow and invite team members to collaborate on building and testing it. Once it’s ready, submit it for approval. A Workflow Builder Admin will review the workflow, and if approved, it becomes available across your workspace based on assigned access permissions.

Publishing a workflow makes it available to use, but it isn’t automatically shared with your team. To control who can view, edit, or run a workflow, you’ll use a combination of workspace permissions and workflow-level access settings.

  • Workspace permissions (set by an admin) define who can create, publish, and approve workflows.
  • Workflow-level access settings (set per workflow) define who can collaborate on or run a specific workflow.

Together, these controls ensure workflows are built collaboratively, reviewed for quality, and securely shared with the right users.

Access

Granting Workspace Permissions

Before sharing a workflow, it’s important to understand the different permission levels for Workflow Builder access:

Permission Level

Abilities

Sharing

Permission Needed

Workflow Builder Admin

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

Workflow Builder admin

Workflow Builder

  • Create workflows
  • Share workflow drafts with other individual Builders to collaborate on creation and testing (before they’re approved for publishing)
  • Submit workflow drafts for Workflow Admin approval
  • Share run access for individual Builders (not entire workspace) on published workflows

Workflow Builder access

User

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

N/A

Granting Access to Workflows

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.
    2. Edit: Can modify steps, prompts, and structure.
    3. Full: Can edit, share, and delete workflows.
      Image of granting access level in workflow

Manage Run Access: Control Who Can Run the Workflow

Run access determines who can execute a workflow once it’s published.

Note: Workflow Builders cannot manage run access until a workflow is published by a Workflow Admin.

  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 step for workflow builder admins only] To give all users in the workspace the ability to view and run the workflow, 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

Share 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 access by:

  • Entering the email addresses of individuals who should have access, or
  • Sharing the output with anyone in your workspace who has the link
Image of share access options on workflow

Important:

  • Recipients must also have permission to run the workflow to view the output.
  • If a workflow uses files stored in Vault, output access inherits the Vault’s sharing permissions, as explained in the tooltip below.
Image of tool tip for sharing permissions on workflow

Publishing and Managing

There are two places in Harvey to manage and review workflows, Workflow Builder and Workspace Workflows.

Review Pending Workflows

  • Builders and Admins can collaborate and manage access to their workflows.
  • Admins can review workflows submitted for approval.
Image of workflow builder status column

To review and approve workflows:

  1. Go to Workflows > Workflow Builder
  2. In the Status column, locate workflows marked for review.
    1. Click Approve to publish
    2. Click Reject to deny publication
  3. Open the workflow, then click Access to manage who the workflow is shared with.

View All Workflows

  • Accessible to Workflow Builder Admins only
  • Displays 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.

FAQs