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Every user can create and manage workflows out of the box, because the default Standard base role includes the Manage workflows permission. As you grow and more teams build their own workflows, you might want tighter control over who can manage what, so each team looks after its own. You can do that by scoping workflow management to the team that owns each workflow. You’ll bring together three things: an owning team on the workflow, a team role that grants Manage workflows, and a base role that no longer hands Manage workflows to everyone. This guide walks through each.
This changes who can manage workflows. Everyone can still view workflows and their run history; viewing isn’t team-scoped.

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Before you start

You’ll need:
  • Teams set up in the catalog, with the right people as members. See Getting started with teams.
  • Permission to manage roles. You’ll create a team role and adjust your base roles at Settings → Permissions, which needs the Manage user roles permission, typically held by admins and owners.
The permission you’ll be working with is Manage workflows, which can be granted to a team role so it only applies to the workflows a team owns.

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Step 1: Give your workflows an owning team

Open a workflow to create or edit it. At the top of the editor, use the Owned by control (it reads No team until you set one) to choose the team or teams that should own the workflow. You can also set this from the Advanced settings panel. Once a workflow has an owning team, the people who can edit, enable, disable, or delete it are restricted to:
  • Anyone with the Manage workflows permission granted globally (such as an admin)
  • Members of an owning team who have the permission granted to that team
A workflow with no owning team can be managed by anyone who holds Manage workflows globally, which by default is everyone (see Step 3).

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Step 2: Create a team role with the permission

Go to Settings → Permissions, and on the Team-level tab create a team role (or edit an existing one), selecting Manage workflows. Assign this role to the members of each team who should manage their own workflows. You control who has which role from the Members tab of the team’s page. See Team roles for more on how this works.

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Step 3: Remove the account-level default

Unlike some other team resources, Manage workflows is included in the Standard base role by default, so out of the box every user can manage every workflow. Team ownership only starts to restrict management once you remove this global grant. Go to Settings → Permissions → Account-level, edit the base roles that shouldn’t manage all workflows (typically Standard), and remove Manage workflows. Keep it on Admin and Owner if you want admins to manage workflows across every team. From then on, each workflow can be managed only by its owning team’s members with the team role, plus anyone who still holds the permission globally.
If you skip this step, team ownership has no effect on who can manage a workflow: everyone still holds Manage workflows globally through their base role, so they can edit any workflow regardless of its owning team.

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Step 4: Confirm it’s working

Someone outside an owning team will see the edit, enable, disable, and delete controls disabled, with a tooltip explaining they don’t have permission for that workflow. Members of the owning team, and anyone who holds the permission globally, can manage it as normal.

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FAQs

Reassigning ownership always requires the Manage workflows permission granted globally. A team can manage a workflow they own, but they can’t hand it to another team or remove their own team from it. This stops a team from quietly giving away (or locking others out of) a shared workflow.
They can be managed by anyone who holds Manage workflows globally. If you haven’t removed that permission from your base roles, that’s everyone. See Step 3.
Yes. You can assign multiple owning teams, and a member of any one of them (with the permission granted to that team) can manage the workflow.
Yes. Anyone who holds Manage workflows globally can manage any workflow, regardless of which team owns it. This lets a small set of administrators step in across teams.