FlowMattic Workflow Sharing - Complete Guide

Overview

FlowMattic’s Workflow Sharing feature allows you to share your automation workflows with others using a simple URL. This makes it easy to collaborate with team members, share templates with the community, or transfer workflows between different FlowMattic installations.

What is Workflow Sharing?

Workflow Sharing is a feature that lets you:

• Export your workflows as shareable URLs
• Import workflows from URLs shared by others
• Collaborate with team members by sharing automation templates
• Save time by reusing proven workflows

Think of it like sharing a Google Doc link - anyone with the link can access and import your workflow into their own FlowMattic installation.

How to Share a Workflow

Method 1: From the Workflows List

1. Navigate to FlowMattic → Workflows in your WordPress admin panel
2. Find the workflow you want to share
3. Click the three-dot menu (⋮) next to the workflow name
4. Select “Share Workflow” from the dropdown menu

5. A modal window will appear with your unique share URL
6. Click the “Copy” button to copy the URL to your clipboard

7. Share this URL with anyone who needs to import your workflow

Method 2: From the Workflow Builder

1. Open your workflow in the Workflow Builder
2. Look for the Share icon in the top-right corner (next to the Help icon)

3. Click the Share icon
4. Copy the generated URL from the modal window

How to Import a Shared Workflow

Step 1: Access the Import Feature

1. Go to FlowMattic → Workflows
2. Click the “Import Workflow” button at the top of the page

Step 2: Choose Import Method

You’ll see two options in the import modal:

Option A: Import from File

• Click or drag-and-drop a JSON file into the upload area
• This method is for workflow files exported from FlowMattic

Option B: Import from Shared Link

• Paste the shared URL into the input field
• The URL should start with your site domain followed by /wp-json/flowmattic/v1/workflow-share/

Step 3: Complete the Import

1. After entering a valid URL or uploading a file, the “Import Workflow” button will become active
2. Click “Import Workflow”
3. Wait for the import to complete (you’ll see a “Importing…” message)
4. Once successful, you’ll see a success message

Step 4: Configure Your Imported Workflow

After importing, the workflow will:

• Be saved as a Draft (inactive) so you can review it first
• Have “_SHARED” added to its name for easy identification
• Require you to configure any app connections and credentials

What Gets Shared

✅ What IS Included:

• Workflow structure - All steps and their order
• Step configurations - Settings for each action and trigger
• Conditions and filters - Logic rules and conditional paths
• Field mappings - How data flows between steps
• Basic workflow settings - Name, description, etc.

❌ What is NOT Included:

• Captured data - No test data or actual records
• API credentials - No passwords or API keys
• Personal information - No email addresses or user data
• Webhook URLs - New unique URLs are generated
• Execution history - No logs or previous run data
• Active status - Workflow imports as draft/inactive

Security & Privacy

How We Keep Your Data Safe

1. No Sensitive Data: Share URLs never contain passwords, API keys, or personal information. Any user importing the workflow will have to connect their APIs in Connect first and then update the workflow with appropriate Connect account in order to make it work.
2. Unique IDs: Each share URL uses a unique encoded identifier
3. Read-Only Access: Share URLs only allow reading, not modifying your original workflow
4. Draft Mode: Imported workflows start inactive, requiring manual review
5. New Webhook URLs: Each import generates fresh webhook URLs to prevent conflicts

What Recipients Need to Know

• You’ll need to reconnect all apps with your own credentials
• Review all steps before activating the workflow
• Test thoroughly with your own data before going live
• Customize the workflow to match your specific needs

Frequently Asked Questions

General Questions

Q: Can anyone with the URL access my workflow?
A: Yes, anyone with the URL can view and import the workflow structure. However, they cannot access your data, credentials, or modify your original workflow.

Q: What happens if I delete my shared workflow?
A: If you delete the original workflow, the share URL will stop working. Anyone who already imported it will keep their copy, but new imports will fail with an “Invalid workflow” error.

Q: Can I revoke a share URL?
A: Currently, share URLs remain active as long as the workflow exists. To revoke access, you would need to delete the workflow or create a copy with a new share URL.

Q: Will changes to my workflow update the shared version?
A: Yes, the share URL always provides the current version of your workflow. Recipients who import after you make changes will get the updated version.

Q: What happens if someone shares my shared workflow?
A: They can share the URL with others, who will import from your original workflow. Each import creates an independent copy that won’t affect your workflow.

Security Questions

Q: Is it safe to share workflows that connect to sensitive systems?
A: Yes, because no credentials or sensitive data are included. Recipients must provide their own API keys and passwords.

Q: Can someone hack my system through a shared workflow?
A: No, share URLs are read-only and don’t provide any access to your WordPress installation or FlowMattic account.

Q: What if I accidentally included sensitive information in a step description?
A: Review your workflow before sharing. Step descriptions and names are included in shares, so avoid putting passwords or sensitive data in these fields.

Technical Questions

Q: Why does my imported workflow show as “Draft”?
A: This is a safety feature. All imported workflows start as drafts so you can review and configure them before activation.

Q: Why are my webhook URLs different after import?
A: FlowMattic generates new unique webhook URLs for each import to prevent conflicts and maintain security.

Q: Can I import a workflow from a different FlowMattic version?
A: Yes, but compatibility depends on the features used. Workflows using newer features may not work correctly on older FlowMattic versions.

Q: What’s the maximum workflow size I can share?
A: There’s no specific size limit, but extremely complex workflows with hundreds of steps may take longer to import.

Q: Can I share workflows between different WordPress sites?
A: Yes! That’s one of the main benefits. You can share workflows between any WordPress sites running FlowMattic.

Troubleshooting

Common Issues and Solutions

“Invalid workflow” error when importing

• Cause: The workflow may have been deleted or the URL is incorrect
• Solution: Verify the URL with the person who shared it

“Failed to import workflow” error

• Cause: Network timeout or server issues
• Solution:
  • Try again after a few moments
  • Check your internet connection
  • Contact support if the issue persists

“Security check failed” error

• Cause: Session timeout or browser security settings
• Solution:
  • Refresh the page and try again
  • Clear browser cache and cookies
  • Try a different browser

Imported workflow isn’t working

• Cause: Missing app connections or incompatible settings
• Solution:
  • Check all app connections are configured
  • Verify API credentials are entered
  • Test each step individually
  • Check for any error messages in step configurations

Can’t see the Share button

• Cause: Permissions issue or outdated FlowMattic version
• Solution:
  • Ensure you have admin permissions
  • Update FlowMattic to the latest version
  • Clear browser cache

Best Practices

When Sharing Workflows

1. Clean up test data: Remove any test values from fields before sharing
2. Add descriptions: Include clear descriptions for complex steps
3. Document requirements: Note which apps and plans are needed
4. Test first: Ensure the workflow works correctly before sharing
5. Use generic values: Replace specific values with placeholders like {YOUR_API_KEY}. You can make use of the Variables feature of FlowMattic for this, which also allows you to use the same API key in multiple places in your workflow with variables.

When Importing Workflows

1. Review before activating: Always check all steps before turning on the workflow
2. Test with sample data: Run tests before using with real data
3. Backup existing workflows: If replacing a workflow, save a backup first
4. Check compatibility: Ensure you have required apps and features
5. Customize for your needs: Adapt the workflow to match your specific requirements

For Teams

1. Create a workflow library: Share common workflows with your team
2. Version control: Include version numbers in workflow names
3. Documentation: Create a shared document listing all shared workflows
4. Standardize naming: Use consistent naming conventions
5. Regular updates: Keep shared templates current with best practices

Advanced Tips

Creating Workflow Templates

If you frequently share workflows, consider:

• Creating “template” versions with placeholder values
• Adding detailed step descriptions explaining customization options
• Including a “README” step at the beginning with setup instructions
• Using consistent naming like “TEMPLATE: [Workflow Purpose]”

Managing Multiple Versions

When maintaining workflows across multiple sites:

• Include version numbers in workflow names (e.g., “Customer Onboarding v2.1”)
• Document changes in workflow descriptions
• Keep a master copy on a development site
• Test updates before sharing new versions

Need More Help?

If you encounter issues not covered in this guide:

1. Check FlowMattic Documentation: Visit the official docs at support.flowmattic.com/kb
2. Community Forum: Ask questions in the FlowMattic community
3. Support Ticket: You can submit a support ticket

FlowMattic Version: 5.3.0+