Visibility & Access

Control who can see and run your workflows.

Overview

Workflows have visibility settings that control who can see them in the team, and runtime context settings that determine whose permissions are used when the workflow runs.

Visibility Setting

The visibility property controls who can see and access the workflow:

Value	Who Can See	Who Can Run
team	All team members	All team members
owner	Workflow creator only	Workflow creator only
admin	Admins only	Admins only

Default: team (visible to everyone)

Runtime Context (runAsContext)

The runAsContext property determines whose permissions are used when the workflow executes:

Value	Permissions Used	Use Case
owner	Workflow creator's permissions	Shared workflows with elevated access
initiator	Running user's permissions	Personal workflows, per-user access

Example Configuration

{
  "id": "workflow-123",
  "name": "Admin Report Generator",
  "visibility": "admin",
  "runAsContext": "owner",
  // ... other settings
}

When to Use Admin-Only Visibility

Set visibility to admin when:

The workflow accesses sensitive data
It performs administrative actions
You're developing/testing a workflow not ready for general use
The workflow is for internal team management

When to Use Owner-Only Visibility

Set visibility to owner when:

The workflow is personal or experimental
You don't want the workflow to appear in team lists
Only the creator should run or edit it

When to Use Owner vs Initiator Context

Use Owner Context When:

Workflow needs consistent access regardless of who runs it
You want to share a workflow that uses your connected integrations
Running user shouldn't need their own API connections

Use Initiator Context When:

Each user should access their own data
Users have different permission levels
Audit trail should reflect the actual user

Home Page Visibility

The showOnHomePage setting pins a workflow to the team home page for quick access:

{
  "showOnHomePage": true
}

This is useful for frequently-used workflows that team members should find easily.

Archiving Workflows

Instead of deleting workflows, you can archive them:

{
  "archived": true,
  "archivedAt": "2024-01-15T10:00:00Z",
  "archivedBy": "user-123"
}

Archived workflows are hidden from the main list
Historical runs are preserved
Can be unarchived later if needed

Best Practices

Start with team visibility unless there's a specific reason to restrict
Use admin for workflows under development
Consider owner context for shared workflows with integrations
Pin commonly-used workflows to the home page
Archive instead of delete to preserve history

Building Workflows - Overall workflow design
Integrations - Setting up connected services