Sharing

Helios provides flexible sharing to help teams collaborate effectively while maintaining security and control.

Visibility Settings

Organization

Accessible to all organization members with automatic discovery and inheritance of base organization roles.

Use for:

• Shared development tools (GitHub, Slack integrations)
• Common workflow templates
• Organization-wide automation

Restricted

Only accessible to explicitly granted users with no default access.

Use for:

• Personal projects
• Sensitive integrations (billing, customer data)
• Experimental workflows
• Client-specific automation

Access Levels

User

Basic consumption access for shared resources.

Permissions:

• View resource details and configuration
• Execute workflows and use integrations
• Monitor execution results and logs

Cannot: Modify or delete resources

Editor

Can create and modify shared resources.

Permissions:

• All User permissions
• Create new resources
• Update existing resources
• Delete resources

Cannot: Manage permissions or sharing settings

Admin

Full control including permission management.

Permissions:

• All Editor permissions
• Modify user access
• Change visibility settings
• Complete authority over resource

Sharing Projects

Quick Setup

1. Create project with appropriate visibility
2. Add team members with suitable roles
3. Configure resources (workflows, variables, integrations)
4. Document usage for team clarity

Example Project Configuration

project:
  name: "Team Automation Hub"
  visibility: "organization"
  default_role: "user"
  team_members:
    - email: "[email protected]"
      role: "editor"
    - email: "[email protected]"
      role: "user"
    - email: "[email protected]"
      role: "admin"

Best Practices

• Clear ownership: Designate project administrators
• Document purpose: Explain project goals and usage
• Regular reviews: Update access permissions periodically
• Principle of least privilege: Grant minimum necessary access

Sharing Integrations

Organization-Wide Integration

integration:
  name: "GitHub - Organization"
  service: "github"
  visibility: "organization"
  description: "Shared GitHub integration for all teams"

Team-Specific Integration

integration:
  name: "Slack - Marketing Team"
  service: "slack"
  visibility: "restricted"
  users:
    - email: "[email protected]"
      role: "admin"
    - email: "[email protected]"
      role: "user"

Security Considerations

• Separate credentials for different teams
• Regular credential rotation
• Audit access to sensitive integrations
• Minimal permission scopes

Managing Access

Adding Users

1. Navigate to resource settings
2. Click sharing/permissions
3. Add user email or select from members
4. Assign appropriate role
5. Save changes

API Example

await fetch('/api/projects/project-id/permissions', {
  method: 'PUT',
  headers: {
    'Authorization': `Bearer ${token}`,
    'Content-Type': 'application/json'
  },
  body: JSON.stringify({
    userRoles: [{
      id: 'user-id',
      role: 'editor'
    }]
  })
});

Bulk Access Management

bulk_access:
  team: "development"
  role: "editor"
  resources:
    - project: "api-automation"
    - project: "deployment-workflows"
    - integration: "github-main"

Collaboration Features

Real-Time Collaboration

• Live editing: Multiple users can edit simultaneously
• Change tracking: All changes are tracked and attributed
• Version history: Complete change history
• Conflict resolution: Automatic handling of simultaneous edits

Communication

• Comments: Add comments to workflows and nodes
• Notifications: Real-time change notifications
• Activity feed: Recent activity on shared resources
• Mentions: Tag team members in discussions

Workflow Sharing

• Export/Import: Share workflows as JSON files
• Templates: Create reusable workflow templates
• Version control: Track workflow versions

Best Practices

Security

• Regular access audits: Review permissions periodically
• Least privilege: Grant minimum necessary access
• Strong authentication: Use 2FA and strong passwords
• Credential separation: Use different service accounts

Team Collaboration

• Clear documentation: Document all shared resources
• Change notifications: Set up alerts for important changes
• Naming conventions: Use consistent resource naming
• Ownership clarity: Assign clear resource ownership

Organization Management

• Access policies: Establish clear access policies
• Approval processes: Implement approval for sensitive changes
• Compliance: Ensure practices meet requirements
• Training: Provide sharing best practices training

Troubleshooting

Common Issues

Cannot Share Resource

• Check if you have admin access
• Verify organization sharing policies
• Confirm resource type supports sharing

User Cannot Access Resource

• Verify user invitation was sent
• Check user's role assignment
• Confirm user is organization member
• Verify resource visibility settings

Permission Conflicts

• Understand role hierarchy
• Check for explicit permission overrides
• Review permission inheritance

Getting Help

• Check roles and permissions documentation
• Contact organization administrator
• Email [email protected] for technical issues

Related Documentation

• Roles and Permissions - Detailed permissions info
• Quickstart Guide - Project setup basics
• Integrations - Integration management
• Glossary - Key terms and concepts