> ## Documentation Index
> Fetch the complete documentation index at: https://docs.box.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Managing Workflows

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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.

## Managing your workflows

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

### 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.

<Tip>
  Use descriptive workflow names so their purpose is easy to see in the management dashboard.
</Tip>

### 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**.

## Workflow sharing and collaboration

### 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**.

### Collaborator roles

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

### Permissions by role

| Action                       | Owner | Editor | Viewer |
| ---------------------------- | ----- | ------ | ------ |
| View workflow and executions | ✔     | ✔      | ✔      |
| Initiate (manual start)      | ✔     | ✔      | —      |
| Edit                         | ✔     | ✔      | —      |
| Share (add/remove users)     | ✔     | ✔\*    | —      |
| Publish                      | ✔     | ✔      | —      |
| Deactivate                   | ✔     | ✔      | —      |
| Delete                       | ✔     | —      | —      |
| Duplicate                    | ✔     | —      | —      |
| Transfer ownership           | ✔     | —      | —      |

\*Editors can add or remove viewers and initiators but cannot change the owner.

<Warning>
  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.
</Warning>

### 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.

<Note>
  Workflow sharing is available within the same enterprise only. Concurrent editing is not supported; only one user can edit a workflow at a time.
</Note>

## Governance and lifecycle management

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

### 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**.

<Warning>
  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.
</Warning>

### Ownership transfers

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