In Team and Enterprise accounts, you can share workflows with other users in your account. This helps users to:
- Collaborate on your business workflows.
- Transfer workflow knowledge to other members as your account grows.
- Build more efficiently by using or learning from others’ workflows.
This article offers best practices to ensure your workflows are easy to share and maintain over time.
Sharing
In Zapier, you can share: assets and folders, app connections, and templates.
Assets and folders
Assets are the building blocks, like specific Zaps, Tables, and Forms, that make up your automation. Assets from all Zapier products can be shared with other users in your account. Additionally, you can organize Zaps in folders and agents in pods, making them easier to manage by grouping similar assets together. Learn more about sharing and organizing your assets:
- Share Zaps and folders.
- Share tables.
- Share forms.
- Share agents.
- Organize agents in pods.
- Share chatbots.
- Share functions.
- Share canvases.
App connections
For Zapier to automatically send data from one of your apps to another, you must first connect those apps to Zapier. These app connections give Zapier secure access to read and write data to those apps. You can share app connections with other members of your account, allowing them to use your app connections without needing your login credentials in:
- Zaps.
- Agents.
- Functions.
- Chatbots knowledge sources.
- Tables AI field.
- MCP.
In the App connections page, you can see all apps and app connections that you own or have been shared with you. You can also review which Zaps are tied to each connection. Learn more about how to manage your app connections.
Note- You should only share app connections with people you are comfortable giving access to. After sharing, they will be able to build and edit Zaps using your connection.
- You can also create a separate account in your app to share instead. For example, instead of sharing a connection to your own email account, you can create a shared email account like zapier@yourcompany.com. Then, you can connect that account in Zapier and share it with members of your account.
- If you share a Zap without sharing the app connections it uses, the users you share it with will not be able to edit or view the configuration of any step that uses those app connections.
Templates
You can share templates of Zaps and agents with other members of your account. When you make a Zap template to share, it will include a basic outline of each step in your Zap, with apps and events for your trigger and actions pre-populated. It does not include your app connections or any values you’ve entered in step fields. Other users will need to connect their own accounts and complete each step.
In Agents, you can share a template of your agent with anyone through a public link. When you share an agent's template, anyone who visits the link can create a new agent with the same instructions, actions, and knowledge sources.
Zapier has also designed templates to help users in your account get started. They’re tailored by use case, app, or Zapier product.
You should only share Agents with people you are comfortable giving access to your instructions, actions, and knowledge sources.
Sub-Zaps
Sub-Zaps allow you to create a set of actions that you can reuse in multiple Zaps. You can also share them with other users in your account so they can easily add them to their own workflows. This saves time and effort when you have repeatable processes that are performed by multiple users in your account. It helps scale shared logic and standardize workflow practices across users.
Set up internal training and support
Designating advanced users in your account as internal automation champions can be helpful. They can do things like host recurring knowledge-sharing, workflow brainstorming, or co-building sessions to help scale internal learning across all users in your account.
Document workflows
Describe how to use and manage your workflows so you can collaborate with other users on your account.
Zap and step notes, version names
Annotate your Zap to provide more context on how it works by adding notes to the overall Zap and to individual steps. This helps you collaborate with other users as well as to revise and troubleshoot your Zaps. Learn how to add notes to Zaps.
You can also use version names as a changelog of edits you've made to the Zap. Use descriptive version names like, “9/30 – updated trigger filter”. Learn more about Zap versions.
Create workflow guides
You can create guides for how your workflows function, including with one another if you have built several to cooperate as systems, or your entire collection of workflows for a system-wide view.
Use your guides to document things like:
- Tracking data flows: what data inputs and outputs exist in your workflows, like Facebook Lead Ads Form B sends data to Zaps C, D, and E.
- Logic mapping: explanations of how workflows or workflow elements work, like “Relies on Table X and Zap Y”.
- Shared resources: where app connections or knowledge sources are used in multiple assets or workflows.
- Systems diagrams: how various workflows interact with one another to create a system.
Other examples of what you might want to document include:
- Workflow name.
- Workflow purpose.
- Expected weekly tasks average, so you can benchmark how it should perform.
- Owner of app connections used in the workflow.
- Owner of connected assets.
- Known or expected troubleshooting.
You can use AI to create guides for you. For example:
- Ask Copilot to auto-generate a summary of what your workflow does.
- Export your Zap as a JSON file, then use Zapier Agents to analyze the JSON. For example, have it describe which fields are mapped between steps so you can understand the relationships between steps.
You can also document your workflows by using Zapier Tables to create databases or Zapier Canvas to create diagrams about your workflows.
Video walkthroughs can also be helpful. Have users describe how workflows work, any dependencies they have, and how they’re managed. They can even flag any business-critical workflows to keep an eye on.
Naming conventions
Your organization can create naming conventions as guidelines for naming your workflows, assets, folders, and pods. These guidelines can help ensure that it’s easy for anyone to browse for and search within your account. Store guidelines in an easy-to-find location and share widely for better adoption.
Some examples of naming conventions you can use:
| Naming convention | Examples |
|---|---|
| Version numbers or version status tags |
|
| Descriptive names |
|
| Organization unit names |
|
| Project names |
|
| Temporal names |
|
Naming conventions can also pertain to elements within workflows, like Zap step names, names of button components in Zapier Forms, and Zapier Canvas groups. For example, your guidelines can suggest users always rename Zap steps with descriptive names.
Set up monitoring and governance practices
To ensure your business-critical workflows do not get interrupted, follow these best practices.
Alerts
Control when you get notifications for errors in your Zaps by changing the default frequency for all of your Zaps or by setting custom frequencies for specific Zaps. You can also review any errors in Zaps, app connections, and folders on the Alerts page. For a broader view of your account health, you can also visit the Analytics page. It displays information like error rates, the number of alerts, and your task usage.
You can also use Zapier Manager in Zaps to do things like:
- Trigger when new Zaps are created or turned on.
- Trigger when new app connections are created.
- Trigger when Zaps are turned off.
- Turn a Zap on or off.
Recurring reviews
Regularly review your workflows to identify any unused, redundant, or outdated ones and to refresh your knowledge of how they work and how they’re managed. It can be helpful to set a schedule, like monthly or quarterly, and involve any stakeholders in the workflow. Setting up cross-team reviews of shared workflows will further ensure that business-critical workflows are working optimally.
Offboard users
Keep business-critical workflows running when removing a member from your account by following these best practices.
Before removal:
- Transfer ownership of their non-Zap assets to another user:
- Have the user create a video walkthrough of how their workflows work, any dependencies they have, and how they’re managed. They should also flag any business-critical workflows that the new owner should prioritize.
During removal:
When you’re removing a member, the removal process will prompt you to transfer ownership of their:
- Zaps.
- App connections.
- You can select between keeping the connections active for 30 days or until they would normally expire per the app’s policy.
- After their removal, you should test each app connection to ensure it’s still valid.
- You cannot transfer ownership of canvases, but any users they’re shared with will retain access after the owner is removed from the account. Learn more about sharing canvases.
- If you also remove the user from the apps used in your workflows, their app connections will expire because the account will no longer exist. This will override any app connection retention selections you made during their removal from your Zapier account.