The Workgroups & Project Visibility feature in the Workflow app allows you to determine who can see projects, proofs, and request forms within the app. Once groups are given visibility to projects, they can easily be invited into conversations on individual proofs by @ mentioning them in comments. For forms, workgroups for teams or departments allow a group to have access to the specific request forms. As members change in the group, quickly add new users to the workgroup and those users will automatically gain access to the appropriate forms.

Note that you may or may not see the workgroups option based on the Workflow package purchased. The Business tier of Workflow includes the creation of workgroups.

Create workgroups

Workgroups are created from the gear icon for the Settings menu. Simply click Add workgroup, then add a title and add members to it.

People can be grouped into workgroups in whatever way works best for your organization: by brand, division, department, or any other way that suits your needs. They can be assigned individually, but not by an already created workgroup at this time. Workgroups can be created and edited by Collective admins.

View and edit workgroups

You can see a list of everyone involved in each workgroup by clicking the arrow for the group.

As workgroups change and people join or leave your organization, you can add or remove them from a workgroup. You can also rename or delete the workgroup. Click Edit to add or remove people or to rename the group.

Set project visibility

When a project request is submitted, you can choose the visibility of the project to be either constrained to people assigned to the project or include the members of one or more workgroups. Members assigned to workgroups will be able to see all project deliverables and can be @ mentioned in their proofs. Once mentioned, the member will be added to the deliverable as a commenter.

Update visibility

Visibility for active projects can be updated at any time by Collective admins, the project owner, or the project manager on the project details page under People. Click Edit, then choose who can view the project (individual users or users in workgroups). Add as many workgroups as needed.

Set project request form visibility

Visibility options for project request forms can be defaulted and resulting projects will acquire those defaults when they’re created. Those projects can be updated to reflect individual needs that don’t meet the request form defaults.