Sharing Workflows

Custom workflows can be kept private for your own use or shared across your organisation so every team member can benefit. This page explains the two sharing scopes and how to manage them.

Sharing scopes

Every custom workflow has a sharing scope that determines who can see and use it:

Personal

Personal workflows

Personal workflows are visible only to you. No one else in your organisation can see, use, or modify them.

When to use personal scope:

• You are experimenting with new review criteria and want to refine them before sharing
• The workflow is specific to a particular client engagement and not broadly applicable
• You prefer to keep your review methodology private

How it works:

• Personal workflows appear only in your Workflow Library under the My Workflows filter
• Other team members cannot find them through search or browsing
• You can convert a personal workflow to an organisation workflow at any time

Organisation

Organisation workflows

Organisation workflows are visible to every member of your Judicio organisation. Any team member can use them in their document reviews.

When to use organisation scope:

• You have developed a workflow that enforces your firm's standard review process
• Multiple team members handle similar types of documents and need consistent criteria
• Your team wants to build a shared library of best-practice review templates

How it works:

• Organisation workflows appear in the Workflow Library for all members of your organisation
• Any team member can use the workflow in their reviews
• Only the creator (or an organisation admin) can edit or delete the workflow
• Organisation workflows are labelled with a team icon so you can distinguish them from personal and system workflows

Organisation membership required

Organisation-wide sharing requires that you and your colleagues are members of the same Judicio organisation. If you have not set up an organisation yet, see your Settings > Organisation Settings to get started.

Setting the sharing scope

You choose the sharing scope when you create or edit a custom workflow:

1. Open the workflow in the editor (either during creation or by editing an existing workflow).
2. Look for the Visibility or Sharing setting.
3. Select either Personal (only you) or Organisation (all team members).
4. Save the workflow.

Changing the scope of an existing workflow

You can change a workflow's sharing scope at any time:

1. Open the workflow from the Workflow Library.
2. Select Edit.
3. Change the Visibility setting from Personal to Organisation, or vice versa.
4. Save the changes.

Removing organisation access

If you change an organisation workflow to personal, team members who were using it will no longer see it in their Workflow Library. Any reviews already completed with that workflow are not affected.

Who can edit shared workflows?

Action	Personal workflow	Organisation workflow
View and use	Only you	All organisation members
Edit	Only you	Creator or organisation admin
Delete	Only you	Creator or organisation admin
Duplicate	Only you	All organisation members (creates a personal copy)

Duplicating a shared workflow

Any team member can duplicate an organisation workflow to create their own personal copy. This is useful when you want to use a shared workflow as a starting point but need to make modifications for a specific matter.

1. Find the organisation workflow in the Workflow Library.
2. Select Duplicate as Custom.
3. The duplicate is created as a personal workflow with all the original criteria.
4. Edit the duplicate as needed and save.

The original organisation workflow remains unchanged.

Best practices for team workflows

Build a shared library gradually

Start by sharing your most commonly used workflows. As team members contribute their own, you build a library of proven templates that new team members can use from day one.

• Use clear, descriptive names so colleagues can find the right workflow quickly.
• Include a detailed description explaining when to use the workflow and what it covers.
• Tag consistently across the team -- agree on a tagging convention (e.g., by practice area, client type, or document type).
• Review shared workflows periodically to ensure they reflect current legal standards and firm policies.

Next steps

• Workflow Library -- Browse and manage all personal, organisation, and system workflows.
• Creating Custom Workflows -- Build new workflows to share.
• FAQ -- Common questions about workflow sharing.