> ## Documentation Index
> Fetch the complete documentation index at: https://sofiedocs.usetransfer.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Orchestration sharing controls

> Restrict Orchestration sharing, grant sharing permission through roles, and choose when to publish Orchestrations organization-wide.

Orchestration sharing controls let administrators decide whether every Orchestration owner can share with teammates or whether sharing requires a role permission.

By default, **Allow unrestricted orchestration sharing** is on. When it is on, Orchestration owners can share their owned Orchestrations. When it is off, owners must also have **Share Orchestrations** before they can share.

<Warning>
  Restricting sharing changes who can add, update, or remove Orchestration collaborators. Confirm which owners should keep sharing access before you save the setting.
</Warning>

## How sharing access works

| Control                                      | What it allows                                                                                                |
| -------------------------------------------- | ------------------------------------------------------------------------------------------------------------- |
| **Allow unrestricted orchestration sharing** | Lets all Orchestration owners share owned Orchestrations.                                                     |
| **Share Orchestrations**                     | Lets a user share owned Orchestrations when unrestricted sharing is off.                                      |
| **Publish Orchestrations**                   | Lets an owner publish an Orchestration to the whole organization.                                             |
| **Publisher** role                           | Grants operational publishing permissions, including **Share Orchestrations** and **Publish Orchestrations**. |

Sharing and publishing are different actions. Sharing adds named collaborators. Publishing makes the Orchestration visible to everyone in the organization.

## Before you start

Confirm you have the right administrator access:

| Task                                  | Required access                           |
| ------------------------------------- | ----------------------------------------- |
| View organization settings            | Permission to view organization settings. |
| Turn off unrestricted sharing         | Permission to edit organization settings. |
| Create or edit a custom role          | Permission to create or edit roles.       |
| Assign **Publisher** or a custom role | Permission to assign roles to users.      |

Also decide which Orchestration owners should keep sharing access before you change the setting.

## Restrict Orchestration sharing

You need permission to edit organization settings before you can change this control.

<Steps>
  <Step title="Open Organization Settings">
    Go to the administration area and open **Organization Settings**.
  </Step>

  <Step title="Open General">
    Select **General**.
  </Step>

  <Step title="Find Orchestration Sharing">
    In **Orchestration Sharing**, find **Allow unrestricted orchestration sharing**.
  </Step>

  <Step title="Turn off unrestricted sharing">
    Turn off **Allow unrestricted orchestration sharing**.
  </Step>

  <Step title="Save changes">
    Click **Save Changes**.
  </Step>
</Steps>

After this setting is off, Orchestration owners without **Share Orchestrations** will see sharing controls disabled or blocked. Sofie may show that Orchestration sharing is restricted to users with sharing permission.

## Grant sharing access with the Publisher role

Use the **Publisher** role when a user should be able to share and publish Orchestrations without broad administrator access.

<Steps>
  <Step title="Open User Management">
    Go to **Users**.
  </Step>

  <Step title="Open the user">
    Select the user who should be allowed to share Orchestrations.
  </Step>

  <Step title="Open role assignment">
    Find the role assignment section.
  </Step>

  <Step title="Choose Publisher">
    Select **Publisher**.
  </Step>

  <Step title="Save the role change">
    Save the user update and confirm the user can see the expected sharing or publishing controls.
  </Step>
</Steps>

<Note>
  **Publisher** includes more than Orchestration sharing. It can also include publishing access for other reusable content. Use a custom role if the user should only share Orchestrations.
</Note>

## Create a custom sharing role

Create a custom role when you want narrower access than **Publisher**.

<Steps>
  <Step title="Open Role Management">
    Go to **Users** and click **Manage Roles**.
  </Step>

  <Step title="Create a role">
    Click **New Role**.
  </Step>

  <Step title="Name the role">
    Use a clear name such as `Orchestration sharer`.
  </Step>

  <Step title="Select Orchestration permissions">
    Open the **Orchestrations** permission category and select **Share Orchestrations**.
  </Step>

  <Step title="Add publishing only when needed">
    Select **Publish Orchestrations** only if users with this role should publish owned Orchestrations to the whole organization.
  </Step>

  <Step title="Save the role">
    Save the role and assign it to the users who should keep sharing access.
  </Step>
</Steps>

## Choose who should get access

Grant **Share Orchestrations** to users who:

* Own reusable Orchestrations that other users need to run or edit.
* Maintain department or project workflows.
* Need to manage collaborator access after unrestricted sharing is turned off.

Grant **Publish Orchestrations** more selectively. Published Orchestrations appear to the organization, so the owner should test the workflow, verify inputs, and confirm review points before publishing.

## What Orchestration owners can do

An owner with sharing access can:

* Open **Share Orchestration**.
* Add people.
* Choose **Can edit** or **Can view**.
* Add a note for recipients.
* Update collaborator access.
* Remove collaborators.

An owner with publishing access can publish a live Orchestration to the organization. Published Orchestrations can be viewed and run by organization members, while only the owner and editors can modify them.

<Tip>
  Test the change with one Orchestration owner before rolling it out broadly. Have that user open an owned Orchestration and confirm whether **Share** and **Publish** appear as expected.
</Tip>

## Review after rollout

After you restrict sharing:

* Review who has **Publisher** or a custom sharing role.
* Confirm key workflow owners can still share Orchestrations.
* Confirm users without the permission cannot add collaborators.
* Check whether any shared Orchestrations should instead be published for organization-wide reuse.
* Review role assignments when workflow ownership changes.

## Related docs

* [Organization settings](/admin/organization-settings) for shared organization configuration.
* [Roles and permissions](/admin/roles-and-permissions) for role design and permission review.
* [User management](/admin/user-management) for assigning roles to users.
* [Orchestrations](/orchestrate/orchestrations) for end-user sharing and publishing concepts.