Workflow governance and sharing
Workflows are most useful when users can trust which ones are ready for real work. Use governance to keep draft workflows separate from published workflows, make ownership clear, and avoid a long list of confusing duplicates.
Suggested ownership model
Most teams use three groups:
- Builders create and test workflows.
- Subject matter experts review outputs and approve the process.
- Runners use approved workflows on real project work.
The same person can belong to more than one group, especially during a pilot.
Draft before sharing
Keep a workflow private while you are:
- Writing the first instructions
- Testing sample files
- Comparing output against known answers
- Deciding the right model or assistant mode
- Refining output format
Share the workflow only when a teammate can run it without extra explanation.
Name workflows clearly
Good names include the task and audience:
- "Drawing review - client standards"
- "Submittal review - mechanical equipment"
- "RFI draft - contract documents"
- "Proposal letter - healthcare projects"
Avoid names like "Test", "Workflow v2", or "Adam's prompt". Those become hard to manage once more users join.
Use projects for controlled rollout
Projects can help you:
- Limit who sees the workflow during testing
- Attach the right project or client context
- Let a working group collaborate before broader release
- Keep workflow runs tied to a specific use case
When rolling a workflow out across many projects, start with one pilot project or cohort. Confirm that users understand which version is approved, where to attach project standards, and who to contact when the output looks wrong.
Review workflow performance
Admins and workflow owners should periodically check:
- Who is running the workflow
- Whether users are getting useful outputs
- Whether spend matches the workflow's value
- Whether users are adding the wrong files
- Whether the workflow needs clearer instructions