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Sharing Workflows

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About Sharing Workflows

You can share your workflows with other users in your Qualtrics license to easily collaborate on your workflows. When sharing your workflow, you can choose the level of access your collaborator has. You can also view a history of each time the workflow’s sharing permissions have changed.

Attention: You can only share workflows from the stand-alone Workflows page. You cannot share workflows from within the Workflows tab of an individual project. If you want to share a workflow from a specific project, collaborate the project itself. See Workflow Sharing Methods for more information.
Qtip: You cannot change a workflow’s owner by sharing it. To change a workflow’s owner, see Transferring Workflow Ownership.

Workflow Sharing Methods

This section will cover the two different methods to share workflows. Read this section carefully, as the two different methods give your collaborators different levels of access to your workflows.

  1. Sharing an individual workflow: This is the recommended method for sharing workflows. You can share an individual workflow with a user in your license and choose the level of access they have. You can limit if they can edit the workflow and what information they have access to in reporting. Note that this option is only available for stand-alone workflows.
  2. Collaborating a project: When you share a project with a user in your license, you can choose to give them editing access to your project. If the collaborator has edit access to your project, they will have full editing and reporting access for all workflows located in the Workflows tab of that project. Instructions on how to collaborate differ depending on the product you’re using:

Sharing a Workflow

  1. Click the three dots next to the workflow you want to share.
    selecting a workflow and clicking share
  2. Select Share.
  3. Go to the User Permissions section.
    searching for a user to share with
  4. Search for a user on your license by typing in the box. You can search by the user’s Qualtrics username.
  5. As you type, a list will populate with search results. Once you’ve found the desired user, select them in the list.
  6. Use the Permissions dropdown to choose your collaborator’s level of access. Your options include:
    choosing the permissions to grant the collaborator

    • Read-only: Grants the user view-only access to the workflow and some reporting details. See sharing permissions for more information.
    • Run and limited reporting access: Grants the user ability to perform some additional functions, but not directly edit the workflow. See sharing permissions for more information.
    • Edit, run, and full reporting access: Grants the user the ability to edit the workflow. See sharing permissions for more information.
    • Remove this user: Revokes access from the user. See sharing permissions for more information.
  7. When finished adding collaborators, click Save.
    clicking save in the bottom right
Qtip: You can also access sharing settings by clicking Sharing and permissions while editing a specific workflow. the sharing and permissions tab

Sharing Permissions

When sharing your workflow, use the below table to determine the level of access you want to give collaborators.

Read-only Run and limited reporting access Edit, run, and full reporting access Owner
View access Yes Yes Yes Yes
View revision history Yes Yes Yes Yes
View run history Yes Yes Yes Yes
View JSON details No No Yes Yes
Copy workflow Yes Yes Yes Yes
Run scheduled workflows No Yes Yes Yes
Retry workflows No Yes Yes Yes
Cancel workflows No Yes Yes Yes
Enable / Disable Workflows No Yes Yes Yes
Edit workflows No No Yes Yes
Modify workflow notifications No No No Yes
Delete workflows No No No Yes
Rename workflows No No Yes Yes
Share workflows Yes Yes Yes Yes
Remove sharing No No No Yes
Attention: Anyone with access to the workflow can share the workflow up to their same level of access. For example, someone with Limited access can share the workflow with another user and grant them either View or Limited access.

Email Notifications

An email notification will be sent when a workflow’s sharing settings are updated. Both the workflow owner and the user whose permissions were updated will receive an email letting them know of the change.
the email notification when a workflow is shared

The email includes:

  • Workflow name: The name of the workflow that has been shared.
  • Permissions: The sharing permissions that have been given.
  • Who shared the workflow: The user who shared the workflow.

Click View the workflow to be brought to the workflow in Qualtrics.

Sharing History

The Sharing history section displays a log of every time sharing permissions changed for the workflow.
the sharing history section found on the left side

This table includes:

  • Shared by: The user that shared the workflow.
  • Shared with: The user the workflow was shared with.
  • Previous permissions: The workflow permissions the “shared with” user had before the change.
  • New permissions: The workflow permissions the “shared with” user had after the change.
  • Date: The date and time the change took place.

To help narrow down your log, you can use the “shared by” and “shared with” filters at the top of the page to search for a specific user.