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Sharing Workflows Across Organizations#

With the Workflow Sharing feature, you can create and train a workflow once in your own organization and then distribute it to multiple customer organizations—without ever exposing sensitive data. This not only saves time and effort, but also ensures that each recipient receives a fully tested, ready‑to‑use solution.

  1. Overview

  2. “Shareable” Workflows

  3. Prerequisites

  4. Managing Shared Workflows

  5. Recipient Experience

Overview#

With Workflow Sharing, you can:

  1. Train once, deploy everywhere

    Build and train a workflow in your organization (e.g. your Sales Activity organization) and distribute it to multiple customer organizations.

  2. Data privacy

    Every shareable workflow uses de‑identification, replacing real personal details with realistic placeholders so no personal or sensitive information is ever learned or exposed.

  3. Maintain quality and control

    Only your organization can edit, view training data or retrain the shared workflow recipients can immediately use it, but cannot modify its internals.

“Shareable” Workflows#

  • A shareable workflow can be accessed (read-only) by other organizations in your realm
  • When you train it with de‑identification enabled:
    • Real names, dates, or other sensitive values are replaced with realistic placeholders

      Original: “Tim Schmidt ordered printer paper on 02/12/2025”
      De‑identified: “Alex Müller ordered office supplies on 03/04/2025”

  • This ensures the AI never sees or remembers real customer data during inference

De-identification

Prerequisites#

  • De‑identification Enabled
    • In Sales Activity organizations, de‑identification is on by default
    • In other organizations, you can toggle it in Workflow Settings ▶ Document Specification

workflow Setting

Hint

Please note that once a workflow is shared with other organizations, it can no longer be deleted from your organization. To delete it, the sharing must first be revoked for all receiving organizations. Also be aware that any changes made to the workflow — including retraining — will take effect immediately and will be visible in all receiving organizations.

Managing Shared Workflows#

  • Log-in as the Realm Coordinator and navigate on your Organization’s View
  • Within the organization’s overview is a list of all workflows
  • Each entry shows:
    • Workflow Name
    • Workflow Type
    • Shareable Status
    • Share List

Workflow Overview

  • Click the Share button next to a shareable workflow
  • Select one or more target organizations
  • To unshare: Open the share list and click the Disconnect button next to the respective receiving organization

Recipient Experience#

  • Workflow Overview
    • Shared workflows appear in the list, clearly labeled as a shared Workflow
  • Usage
    • They can run the workflow immediately—no additional training or setup required
    • Recipient usage remains tied to the recipient organization
  • Restrictions
    • Can't edit the workflow
    • Can't view its training data
    • Can't retrain it