How to Publish and Share Your Vincent Studio Workflow

Summary

To make your workflow available to your team, use the Publish Workflow screen to set its Visibility and choose if it should be Featured on the home screen. You can update these sharing settings at any time.

Why This is Important

Publishing is the final step that transforms your private draft into a shared tool for your firm. Proper sharing and access management ensures the right people can leverage your work, driving the value of legal process automation and scaling your expertise across your entire organization.

Publishing a New Workflow (Step 4)

After you have configured your tasks in Step 3 of the builder, you will arrive at the Publish Workflow screen.

1. Set the Visibility

This setting controls who has permission to see and run your workflow. There are three options:

• For all organization: Makes the workflow available to every licensed user in your firm. This is the best option for general-purpose tools.

• Only for individuals authorised: Keeps the workflow private and allows you to share it only with specific people. Use the Add button to enter the email addresses of the colleagues you want to grant access to.

• User Groups: Grants access to one or more pre-defined groups of users. Select a group, or multiple groups, from the list of groups your organization has already created. This is the recommended option when you need to share a workflow with a large or recurring set of users without listing each email manually.

2. Choose if it's Featured

The Featured toggle switch controls whether the workflow appears on the main Vincent home screen by default.

• Turn this ON for high-value, frequently used workflows that you want to be easily accessible to everyone.

• Leave this OFF for more specialized workflows that users can find by searching or filtering the library.

3. Publish Your Workflow

Once your settings are configured, click the ✔ Publish Workflow button. Your workflow is now live and accessible to your chosen audience.

Click Publish Workflow to make your workflow live and ready for your team to use.

Managing Access for an Existing Workflow

You can change the sharing and visibility settings for a workflow at any time.

1. Navigate to the main Workflows tab in Vincent Studio.

2. Find the workflow you wish to manage in the list.

3. Click the three-dot menu (...) on the far right of that workflow's row.

4. Select Edit from the dropdown menu.

5. You can now access and modify the Visibility and Featured settings in the editor.

6. Remember to Save or Publish your changes.

Best Practices & Pro Tips

• Pilot Before You Launch: Before sharing with your entire firm, use the Only for individuals authorised setting to share the workflow with a small pilot group of 2-3 colleagues. Gather their feedback to fix any issues before a wide release.

• Use User Groups for recurring teams: If the same group of people needs access to multiple workflows — for example, all litigation associates — create a User Group once and reuse it. This eliminates repetitive access configuration and ensures no one is accidentally left out.

• Use 'Featured' Sparingly: The 'Featured' space on the home screen is valuable. Reserve it for your most important, high-use workflows that are relevant to a majority of your team to avoid clutter.

Related Articles

• How to Create a New Workflow in Vincent Studio (4--Step Guide)

• How to Reuse Existing Tasks from the Task Library

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