Workflow Collaboration 

Introduction

From the Collaboration tab in the Workflow Properties Panel, workflow owners may share their workflow with others or transfer workflow ownership to another user. Adding collaborators to a workflow allows a workflow owner to easily share the management workload, giving other team members access to assist with workflow editing and response review.

Access the Collaboration Tab

• Open your workflow in the workflow builder
• Click the Workflow Properties icon in the top right corner of the builder
• Select the Collaboration tab

Add a Collaborator

• In the Collaboration tab, search for or select a user or group from the Share With Users and Groups searchable dropdown
• The selected user or group is added to the Current Access list with a pending status
• Select an Access Level for the added user or group:
  • Editor - Can edit the workflow, but cannot view responses
  • Auditor - Can view responses, but cannot edit the workflow
  • Manager - Can both edit the workflow and view responses
• Save the workflow to save changes

Access Levels Explained

Editor

• Can:
  • Edit, add, and delete workflow steps
  • Configure workflow step settings
  • View the Publishing page
  • Edit Save & Resume configuration within Form Properties (workflow-specific settings only)
• Cannot:
  • View or access the Responses page
  • View submitted response data

Auditor

• Can:
  • View the Responses page
  • View submitted response data
  • Export responses (if they have export permissions)
• Cannot:
  • Access the workflow builder
  • Edit the workflow

Manager

• Can:
  • All Editor abilities (edit workflow, configure steps)
  • All Auditor abilities (view and export responses)
• Cannot:
  • Manage collaborators
  • Transfer workflow ownership

Collaborator Restrictions

All collaborators, regardless of access level, cannot:

• Manage collaborators
• Transfer workflow ownership

Only one user can edit a workflow at a time. If another user is already editing the workflow, any other users attempting to access the workflow will see a message indicating who is currently editing the workflow.

To add a form to a workflow, a user must have ownership or edit access granted to the form they wish to add. If the user does not have this access, they cannot look up or add the form as a Form Step.

Collaborator access to a workflow grants a user view-only access to the workflow's forms only while within the workflow builder. If edit access to a form is needed, collaborators must contact the form owner, listed in the blue information panel on the Configure or Form Availability tabs, to request access.

Remove a Collaborator

• In the Current Access list, click Revoke Access next to the user or group you want to remove
• Save the workflow to save changes

The user or group will lose all access to the workflow.

Transfer Workflow Ownership

Transfer Process

• Click Transfer Ownership next to the owner listed in the Current Access list
• The Workflow Ownership Transfer Confirmation modal opens
• Search for or select a user from the searchable dropdown
• Click Transfer to confirm the ownership transfer
• Save the workflow to complete the ownership transfer

Important Notes About Transfers

• The transfer enters a pending state until you save the workflow
• This allows you to make additional changes to the workflow before completing the transfer
• The new owner receives full ownership rights