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How to share and reuse workflows with your team in Picsart Flow

WORKFLOWS3 minBeginner

Save time and maintain consistency by creating shareable workflows that your team can run with one click—no training required.

How to share and reuse workflows with your team in Picsart Flow

What you'll learn

  • How to save workflows as reusable templates
  • How to share workflows with specific team members
  • How to set permissions for who can edit or run workflows
  • How to organize shared workflows for easy access

What are shared workflows?

Shared workflows are reusable templates that let your whole team apply the same creative process with one click. Instead of each person manually recreating the steps or emailing instructions back and forth, you build the workflow once and share it. Team members can run it on their own content without knowing how it works under the hood. It's like creating a custom button that says "make this on-brand" and everyone knows clicking it will produce consistent results.

Common use cases

  • Brand teams: Ensure all content follows brand guidelines without manual review
  • Marketing agencies: Give clients access to workflows that produce approved designs
  • Social media managers: Let team members create platform-specific content consistently
  • Remote teams: Standardize creative output across different time zones and locations
  • Training: Onboard new team members faster by giving them working examples
  • Freelancer handoffs: Transfer proven workflows to clients or team members

Share your workflow step by step

STEP 1: Save your workflow as template

  • On web: Open your workflow → Click "Save as template" → Give it a clear name like "Instagram Story - Weekly Promo"
  • On mobile: Open workflow → Three dots menu → "Save as template" → Name and add description
Open Flow workflows

STEP 2: Configure sharing settings

Choose how you want to share:

  • Invite by email: Add team members' email addresses to give them direct access
  • Share link: Generate a link anyone can use to duplicate the workflow
  • Team library: Add to your workspace's shared templates folder (Business plans)
  • Set permissions: Choose "can view and run" (they use it as-is) or "can edit" (they can modify it)

STEP 3: Team members access workflow

Invited team members receive a notification and can find the workflow in their "Shared with me" section. They can run it immediately without any setup. If they have edit permissions, they can duplicate and modify it without affecting your original version.

STEP 4: Organize and manage shared workflows

Keep shared workflows organized: Too many workflows? Create folders by project, client, or content type. Remove access for team members who no longer need specific workflows.

  • Name workflows clearly with format type and use case
  • Add descriptions explaining when to use each workflow
  • Review who has access periodically for security
Share workflows now

Tips for best results

💡 Document your workflows

Add a description to each workflow explaining what it does, when to use it, and any important settings team members should know about. This prevents confusion and reduces the "how do I use this?" questions.

💡 Create workflow categories

Group workflows by function (social media, product photos, brand assets) or project (Q4 campaign, client X deliverables). This helps team members find the right workflow quickly without searching through dozens of options.

💡 Lock critical settings

If certain workflow parameters must stay consistent (like brand colors or export dimensions), set those as fixed values that team members can't accidentally change. Give edit access only to people who need to modify workflows.

💡 Test before sharing widely

Share new workflows with one or two team members first. Get their feedback on whether instructions are clear and results meet expectations before rolling out to your whole team.

Frequently asked questions

Yes, you can share workflow links with anyone. When they click the link, they'll duplicate the workflow to their own Picsart account and can run it independently. However, they won't have access to edit your original workflow—they work with their own copy.

Sharing gives others access to run or edit your workflow. Changes you make update for everyone with access. Duplicating creates a separate copy in someone's account. They can modify their copy without affecting your original, and your updates won't sync to their version.

Business plan accounts include workflow analytics showing how many times each workflow runs and who's using them. This helps you understand which workflows are most valuable and identify training needs if some team members aren't using available workflows.

When sharing, set permissions to "can view and run" instead of "can edit." This lets team members use the workflow exactly as you designed it without accidentally changing settings. If they need a custom version, they can duplicate the workflow and modify their copy.

Ready to streamline team workflows?

Share your workflows and keep everyone creating consistently.

Start sharing workflows