Until this week a workflow belonged to the project it was built in. If you ran the same monthly report for three clients, you built it three times, and every improvement had to be copied by hand. From today a workflow can be copied into any project you have access to, and it adapts to that project on its own.
What changed
A copied workflow keeps its steps and their instructions, but it reads the profile of the project it is copied into. The same “monthly update” workflow writes in a formal voice for one client and a relaxed one for another, without a single edit.
Copies are independent. Changing the workflow in one project does not change it anywhere else, so a client-specific tweak never leaks into another client’s work.
How to use it
Open the workflow, choose Copy to project and pick one or more projects from the list. The copy appears in each project’s workflow list with the same name. If a project already has a workflow with that name, the copy gets a number at the end so nothing is overwritten.
You can copy into projects where your role is Editor or higher. Viewers see copied workflows but cannot run them. Roles are explained in Team and Permissions.
Why copies and not links
We tried linked workflows first — one source, many projects — and our own team stopped using them within a week. Every small change for one client became a question of whether it would break another. Independent copies are a little more work to keep in sync and a lot less work to trust.
If you do want to update a workflow everywhere, copy it again: the new copy replaces the old one only if you confirm it, project by project.
What stays the same
Nothing about running a workflow has changed. Every step still waits for your review, nothing is sent without your confirmation, and visual steps still need a paid plan — see Pricing.
The full description of how workflows work is on the Workflows page.
