Sharing Automations with Your Organization
Sharing an automation is like handing a colleague the keys to a shared workspace — once you flip a switch, everyone on your team can open it, edit it, run it, and watch how it's doing. If you're on an organization plan, this is how you turn a personal automation into something the whole team works on together.
Before you start
- You need to be on an organization plan (sharing isn't available on individual plans).
- The automation must already exist and be saved.
- Only the owner — the person who created the automation — can turn sharing on or off.
How sharing works
Sharing is per-automation and organization-wide. You decide one automation at a time, and the choice is all-or-nothing:
- The owner (the person who created the automation) decides which automations to share.
- When shared, all organization members can access the automation.
- Sharing is a simple on/off switch — either shared with everyone in the organization, or private to the owner.
Step-by-step
- Open the automation you want to share.
- Go to the automation's settings.
- Toggle "Share with organization" on — flip the toggle below to see both states and what each one means.
Only the owner of the automation can share or unshare it.
What shared members can do
Once an automation is shared, all organization members can do almost everything the owner can. Two actions stay owner-only: deleting the automation, and turning sharing on or off.
| Action | Org Member | Owner Only |
|---|---|---|
| View the automation | Yes | — |
| Edit steps, instructions, and routing | Yes | — |
| Assign and reorder agents | Yes | — |
| Trigger manual execution | Yes | — |
| Run tests | Yes | — |
| Activate and deactivate | Yes | — |
| View all run history | Yes | — |
| View and stop running executions | Yes | — |
| Restore previous versions | Yes | — |
| Set up the automatic alert (webhook) address | Yes | — |
| Delete the automation | — | Yes |
| Share or unshare | — | Yes |
Picking agents for a shared automation
When you edit a shared automation, you choose agents from the owner's agent collection, not your own. The whole team works from the same set of agents the owner set up.
This means:
- You see the same agents the owner set up.
- You can assign any of the owner's agents to steps in the automation.
- If you need an agent that doesn't exist, the owner has to create it.
- A step can never run an agent the owner doesn't have access to — if an agent stops being available, that step falls back to the default Nirvai agent.
Every run of a shared automation uses the owner's agents, sign-in details for connected services, and subscription credits — no matter who starts the run.
Finding automations shared with you
On the Automations page, shared automations appear in a separate "Shared with me" section, showing:
- The automation name and status.
- The owner's name, so you know who created it.
- A "Last saved by" note showing who last edited it and when.
Editing at the same time as a teammate
Multiple team members can edit the same shared automation, and Nirvai makes sure nobody overwrites anyone by accident. If a teammate saved after you opened the editor, your next save shows a dialog naming who saved last, with two choices: Load the latest version (recommended) or Save mine anyway — press each button below to see exactly what happens. Test Run has the same protection — it stops if your copy is out of date.
Before a big edit on a shared automation, save a version — then even a deliberate overwrite is always recoverable.
Seeing who ran what
When any organization member runs a shared automation, the run history shows who started it:
- Manual and test runs show the name of the person who clicked "Run" or "Test".
- Runs started by an outside service (a webhook) show as triggered by that service.
- Scheduled runs show as triggered by the scheduler.
This makes it easy to track who kicked off each run across your team.
Turning off sharing
The owner can stop sharing an automation at any time by toggling the share setting off:
- Organization members who have the automation open right now can finish their current session.
- The next time they reload the page or try to save, they'll see a message that the automation is no longer shared.
- No data is lost — the automation simply goes back to being private to the owner.
Credits and billing
Every run of a shared automation — no matter who starts it — uses the owner's credits and subscription. Organization members don't spend their own credits when they run someone else's shared automation.
Troubleshooting
| Problem | Fix |
|---|---|
| You don't see a "Share with organization" toggle | Sharing is only available on organization plans. Check that your account is on an organization plan. |
| A teammate can't see an automation you shared | Confirm the toggle is on in the automation's settings, and that your teammate is a member of the same organization. |
| The agent you need isn't in the list when editing a shared automation | You can only pick from the owner's agents. Ask the owner to create the agent you need. |
| Your edits disappeared | Someone chose "Save mine anyway" in the conflict dialog. If a version was saved, restore it from History. |
| A teammate sees "no longer shared" | The owner turned sharing off. Ask them to turn it back on if it should still be shared. |
What's next
After this, continue to Testing and Runs to confirm a shared automation works before your team relies on it.