Permissions and Sharing in Agent Builder
Learn how to manage Workflow agent permissions, grant view and run access, and share Workflow agents across your workspace—from creation and collaboration through admin approval and publication.
Last updated: Mar 21, 2026
Overview
Agent Builder lets you create Workflow agents, collaborate with teammates, submit drafts for approval, and share published Workflow agents with your organization.
Workflow agent access is determined by two layers:
- Workspace permissions — control who can create, publish, and approve Workflow agents.
- Workflow agent-level access — control who can collaborate on or run specific Workflow agents.
Together, these settings determine who can view, modify, or execute a Workflow agent.
Key Concepts
- Agent Builder Admin: Can create, edit, review, approve, and publish Workflow agents.
- Agent Builder: Can create Workflow agents, collaborate on drafts, and submit for Admin approval.
- User: Can only run Workflow agents shared with them.
- Full access: Permission to edit, collaborate, and distribute a Workflow agent or draft.
- Edit access: Permission to edit and run the Workflow agent
- View access: Permission to view and run the Workflow agent draft, but not to edit its contents.
- Run access: Permission to execute a workflow after it is published.
Important: Publishing a Workflow agent does not automatically make it available to others. You must grant run access in order for other users to see the Workflow agent.
Workflow Lifecycle
The diagram below illustrates the full lifecycle of a Workflow agent—from creation through collaboration, approval, publication, sharing, and output viewing.
Permissions and Access
Granting Workspace Permissions
Before sharing Workflow agents, understand the three permission levels that define what users can do in Agent Builder:
Permission Level | Abilities | Sharing | Permission Needed |
|---|---|---|---|
Agent Builder Admin |
|
| Agent Builder admin |
Agent Builder |
|
| Agent Builder access |
User |
|
| None |
Workflow Agent-Level Access
Access controls designate who can edit, update, or collaborate on a Workflow agent draft.
Note: Only users with Agent Builder Admin or Agent Builder permissions in your workspace can be granted Edit or Full access.
- Open a workflow and click Share in the top right corner.
- Choose the level of access to grant:
- Run: Read-only; can only run published Workflow agents, not drafts.
- View: Read-only; can view and run drafts, but not edit.
- Edit: Can modify steps, prompts, and structure.
- Full: Can edit, share, and delete the Workflow agent.
- [Optional] To give all users in the workspace the ability to view and run the Workflow agent, Workflow Admins can grant run access to everyone at [your workspace name]. Once shared, the Workflow agent will be visible to everyone under the Library tab.
- [For external sharing] When you request run access for users outside your Harvey workspace, the request is sent to your workspace admin for review. Admins can approve or reject it. If approved, it's then sent to the recipient workspace admin for secondary approval. External users and their approval status appear in the sharing view.
Important: Agent Builders can designate run access, but users will not see or be able to access the Workflow agent until an Agent Builder Admin approves and publishes the workflow.
Remove Access to Workflow Agents
To revoke access:
- Open the Workflow agent and click Share.
- Locate the user(s) in the list.
- Open the dropdown next to their name and select Remove.
Note: Access changes take effect immediately.
You can share Workflow agent outputs directly by clicking Share from any run.
Share output by:
- Entering individual email addresses, or
- Sharing a link with users in your workspace
Important:
- Recipients must have run access to view Workflow agent outputs.
- If the Workflow agent uses vault files, output access inherits vault permission rules.
- Sharing Workflow agents and outputs is always intentional and controlled by you. Workflow agents are never shared outside your workspace unless you explicitly grant access.
Publishing and Approval
Builders and Admins can manage access to their Workflow agents in Agent Builder. Admins can also manage publication requests here.
Important: Editing an already published Workflow agent does not update it for other users automatically.
- If you are an Agent Builder, any edits to a published workflow must be re-submitted for approval, and an Agent Builder Admin must publish the updated version.
- If you are both the original Builder and an Admin, you must still re-publish the workflow after making edits for the changes to be reflected to everyone.
Review Pending Workflow Agents
From the Agent Builder page,
- Builders and Admins can collaborate and manage access to Workflow agents shared directly with them.
- Admins can review Workflow agents submitted for approval.
Note: Workspace Admins can still see all Workflow agents, even if not explicitly shared with them, in Settings > Workspace Workflows.
To review Workflow agents pending approval:
- Go to Build > Agent Builder
- Check Workflow agents pending approval at the top.
- Admins: Approve or deny Workflow agents, or open them for additional context.
- Builders: Track Workflow agents you’ve submitted for approval.
- Manage access.
- Admins: After approving a pending Workflow agent, manage access under Settings > Workspace workflows.
- Builders: Open the workflow, then click Share to manage who the workflow is shared with.
Admins Only: View All Workflow Agents
From Settings, Agent Builder Admins can view all Workflow agents in the workspace—published and unpublished.
To view:
- Go to Settings > Workspace workflows
- Use filters to view status, creator, and more.
Workflow Agent Ownership
You own the Workflow agents you build in Harvey — including how it works and what you put into it.
For more details, expand the dropdown below.