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Sharing & Access

Every workflow has a visibility level that controls who can see it and who can edit it. Workspace members who can't open a workflow can still see it in the discovery list and request access in one click.

Visibility Levels​

LevelIconWho can openWho sees it in the list
PrivateLockThe creator onlyThe creator only
SharedUsersMembers the creator has added as editorsEveryone in the workspace, but locked for non-editors
EveryoneGlobeAnyone in the workspaceEveryone in the workspace

The icon next to each workflow name in the list reflects its current level.

When to use each​

  • Private — work-in-progress, drafts you're not ready to share, or tests.
  • Shared — production workflows owned by a small team where you want to control changes.
  • Everyone — finished templates or workflows the whole workspace should be able to run.

Changing the Level​

The creator (and workspace Owners / Admins) can change a workflow's visibility from the access dropdown on the workflow card or inside the workflow header. The change takes effect immediately for everyone connected.

The Discovery List​

The Flow Studio workflow list shows every workflow in the workspace, including ones you can't open. Cards you don't have access to are visually locked: the thumbnail is dimmed and the card surface a Request Access button instead of opening on click.

This makes it easy to discover work other teams are doing without depending on someone to share a link.

Requesting Access​

When you click Request Access on a locked workflow:

  1. A modal opens showing the workflow name and its owner.
  2. You can add an optional message explaining why you need access.
  3. Submitting sends the request to the owner.

The owner sees the request in the bell icon's Requests tab (with Incoming and Sent sections) and can:

  • Approve — you're added as an editor immediately and the workflow is promoted from Private to Shared if it was Private. You receive a real-time notification.
  • Deny — the request is closed and you stay locked out. The owner can leave a note when denying.

You can also see your own pending and resolved requests in the Sent section, and cancel a pending request before it's reviewed.

Notifications​

EventWho sees itWhere
Someone requests access to your workflowOwnerBell tab → Requests → Incoming, plus a toast
Your request was approvedRequesterBell tab → Requests → Sent, plus a toast
Your request was deniedRequesterBell tab → Requests → Sent

All notifications update in real time — you don't need to refresh.

How This Relates to Workspace Roles​

Workspace roles (Owner / Admin / Creator / Viewer) decide what each member can do across the workspace — invite people, manage settings, build workflows, and so on.

Workflow-level visibility is a separate layer that operates on top of those roles:

  • A Creator with project access can still be locked out of a Private workflow inside that project.
  • An Owner or Admin can override visibility (they can open and edit any workflow in the workspace), but the visibility setting is still respected for everyone else.

API and MCP Access​

Workflows accessed through the API or the MCP Server follow the strict access rules — the discovery list is a UI feature only. External callers see and operate on workflows they have explicit access to.