Move Workflows Between Spaces and Account
TL;DR:
You can move workflows between spaces and the account to control who manages them and where they’re available. Anyone with permission to manage workflows can move them.By default, only users with the admin role can move workflows. This means regular license types (including space admins) can’t move workflows unless an admin on a Pinnacle and Apex account updates the permissions to allow it.
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Availability: Legacy Business, Legacy Enterprise.; Unavailability: Legacy Free, Legacy Professional.; |
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Availability: Business, Pinnacle, Apex. ; Unavailability: Free, Team; |
Move workflows between spaces and your account to control who manages them and where they're available. Moving workflows gives you flexibility to:
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Move workflows to spaces: Let space admins in specific teams manage their own workflows independently.
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Create multi-space setups: Manage a workflow in one space (or at the account-level) and add it to several other spaces without making it account-level.
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Move to account-level: Make workflows available across your entire account so all users can apply the same customized workflows to their projects and tasks.
Note
Anyone with permission to manage workflows can move them. By default, only users with the admin role can move workflows. On Pinnacle and Apex accounts, account admins must have the Move workflows between space and account permission to move workflows.
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Navigate to the relevant space 1 in the sidebar.
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Click the gear icon 2 next to the space overview in the sidebar.
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Click the gear icon 2 below the space title in the current view.
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Switch to the Workflows tab 3. You'll see a Table view listing all workflows created within the space.
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Select the space workflow you want to move to other spaces.
You can do this in three ways:
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Hover over the workflow, click the three-dot menu button 4 next to the title and select Edit management and access 5 from the drop-down menu.
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In the Belongs to column 6, click the pencil icon 7 next to the space title.
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Click the workflow you need to edit to open its settings, then click the pencil icon or the space name 8 at the bottom of the panel.
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In the overlay window:
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Click the space name next to the Belongs to field 9 and select Account 10 to make the workflow available across your account, then click Continue.
Note
After you move a workflow to the account level, only account admins can edit or delete it, and it’s available to use in any space, even if admins haven’t added it there.
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Click the + Add space button 11 and select the space where you want to add the workflow so the users can use it but can't edit its settings.
From the drop-down, choose whether the workflow applies to tasks, projects, or both 12.
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Click Save 13 to apply the changes.
Only account owners and admins can manage workflows at the account level. You’ll see all workflows created at account level and in spaces in one place, and you can manage them from there.
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Click your profile image in the sidebar 1.
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Select Settings 2 from the drop-down menu.
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In the left-hand navigation panel, under Account management 3, click Workflows 4.
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You’ll see all workflows created at account level and in spaces in a table format.
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Select the workflow 5 at the account level that you want to move or add to spaces.
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Use any of the methods described in step 4 of the space-level section to open the editing view.
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In the pop-up:
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Click the Account field 6 next to Belongs to, then select the space from the drop-down where you want to move the workflow from the account level. Click Continue.
Note
After you move this workflow to the specified space, only admins of that space can edit or delete it, and it’s available to use only in spaces where those admins have added it.
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Click the + Add space button 7 and select the space where you want to add the workflow so users can use it but can't edit its settings.
From the drop-down, choose whether the workflow applies to tasks, projects, or both 8.
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Click Save 9 to apply the changes.
Account owners and admins can enable this permission in account settings for specific user types so they can move workflows between spaces and the account.
To do so:
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Click the profile image 1 in the sidebar, select Settings 2 from the drop-down menu.
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In the left-hand panel, click User types 3 at the bottom of the page.
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Select Workflows 4 under the Categories.
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Turn on the toggle button next to Move workflows between space and account for the user types you want 5.
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Click Save.
Note
By default, the account admins have this permission enabled.