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This article describes how to manage the lifecycle of Box Automate workflows, from admin enablement to end-user management and long-term governance.

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Managing your workflows

After Automate is enabled, you can create, edit, and monitor personal or team workflows from the Box web application.

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Creating and editing workflows

  1. In the left sidebar, click Automate.
  2. To create a workflow, click New+.
  3. To edit an existing workflow, open it and choose Edit.
  4. Adjust triggers (for example File Uploaded) and outcomes (for example Move File).
  5. Click Publish in the builder when you are ready to validate and activate the workflow.
Use descriptive workflow names so their purpose is easy to see in the management dashboard.

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Workflow tracking

You can review recent workflow activity to confirm runs completed successfully. If a workflow fails, check the activity log for errors related to file permissions or folder paths. To monitor activity:
  1. In the left sidebar, click Automate.
  2. Find the workflow. In the Status column, click Tracking.

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Workflow sharing and collaboration

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Sharing a workflow

When you create a workflow, you are its Owner. You can invite collaborators to help build and manage it.
  1. Go to Automate and open the workflow.
  2. In the header, click Share.
  3. Enter a Box user or Box group.
  4. Choose a role: Editor, Viewer, or Initiator (where available).
  5. Click Send.

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Collaborator roles

  • Owner โ€” Full control, including ownership transfer. Only one owner per workflow.
  • Editor โ€” Can modify workflow logic, share the workflow with viewers and initiators, as well as publish and deactivate the workflow.
  • Viewer โ€” Can view configuration and execution history only.

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Permissions by role

| Action | Owner | Editor | Viewer | | --- | --- | --- | --- | --- | | View workflow and executions | โœ” | โœ” | โœ” | | Initiate (manual start) | โœ” | โœ” | โ€” | | Edit | โœ” | โœ” | โ€” | | Share (add/remove users) | โœ” | โœ”* | โ€” | | Publish | โœ” | โœ” | โ€” | | Deactivate | โœ” | โœ” | โ€” | | Delete | โœ” | โ€” | โ€” | | Duplicate | โœ” | โ€” | โ€” | | Transfer ownership | โœ” | โ€” | โ€” | *Editors can add or remove viewers and initiators but cannot change the owner.
Sharing a workflow does not grant access to the files and folders referenced in it. Collaborators only see content they already have permission to access in Box.

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Content permissions in shared workflows

  • Collaborators only interact with files and folders they can already access in Box.
  • Removing a collaborator from a workflow does not remove their Box permissions on those items; the workflow can continue to run.
Workflow sharing is available within the same enterprise only. Concurrent editing is not supported; only one user can edit a workflow at a time.

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Governance and lifecycle management

Deactivate or delete workflows that are no longer needed to avoid unintended actions on content.

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Deactivating and deleting workflows

To deactivate:
  1. Click Automate in the left sidebar.
  2. Find the active workflow, open the More options (ellipsis) menu.
  3. Choose Deactivate.
Deactivating stops future triggers but does not stop runs that are already in progress. Delete permanently removes a workflow and its history and cannot be undone.

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Ownership transfers

If an owner leaves the organization, transfer ownership of critical workflows to another user to avoid interruptions.