👥Sharing, Multiple Accounts, and Roles

Sharing

Each workflow has granular permissions that goven which users have which levels of access. If you're familiar with Google Docs, you'll find the sharing model in Relay.app to be familiar. To view and edit the sharing permissions for a given workflow, select the Share button in the top right.

The share button, found in the top right of each workflow.

Collaborators

In the Collaborators section of the sharing dialog, you can grant specific users in your workspace access to the workflow. Each additional collaborator can be added as either an Editor or a Viewer.

General Access

In addition to specific users that have access, each workflow also has two more general settings.

• Assignees - This indicates that users who have been assigned a human-in-the-loop step but otherwise don't have permissions to access the workflow can only view the steps that are specifically assigned to them.

• Workspace members - This setting governs the access provided to other members of the workspace but are not explicit collaborators. If it's set to Restricted, they have no access. Alternatively, this can be set to Edit or View access.

The sharing dialog for inviting collaborators and changing permissions.

Multiple Accounts

Accounts and Connections

Each Relay.app account can only connect to one account in each connected app. For example, you can only connect a single Gmail account or Salesforce account to a given Relay.app account. To connect a Relay.app account to a different account in a connected app, you can disconnect in Settings and then connect to another account. To create automations that connect to multiple accounts in a connected app (e.g. Gmail), you'll need to create a separate Relay.app account for each such connected account.

Running Automations from Multiple Accounts

In many cases one person will set up a workflow in which automations need to run from the account of another user. To set this up, select the Run As button in the top right of the automation panel.

The Run As button in the automation panel

Once you've added another user as a collaborator on a given workflow, you'll be able to select them in the Run As dialog. Before the step can run on their behalf, they'll need to authorize the use of their credentials in this workflow. To request their approval do this, hit the Request Authorization button in the Run As dialog.

Changing an automation to run on behalf of a different user

Roles

In many workflows, a step can be assigned to our executed by multiple different users. For example, in a Customer Onboarding workflow, you may have a different Customer Success person in different workflows. To support this experience, Relay.app has a concept called a Role.

When creating a workflow, it's possible to assign human-in-the-loop steps to a Role rather than a specific user. It's also possible to specific that automations should run on behalf of a Role rather than a specific user. Roles are then assigned when the workflow runs in one of two ways.

Assigning Roles

Roles in Relay.app are assigned via the Assign a Role step type, which can look up a user in a connected app to populate the Role for that workflow run. For example, you may want to look up the customer success person for a given account in Salesforce on a spreadsheet.

Assigning a role automatically based on an item in a spreadsheet

Using Roles in Human-in-the-loop Steps

Once you've defined a Role, you can make that Role the assignee in human-in-the-loop steps, like Approvals and Tasks.

Assigning an approval to a Role

Using Roles in Automations

You can also use Roles to run automations, for example if you want an email to be sent on behalf of the right Customer Success person. To do this, select the "Run as" button in the top right of the automation panel and select the Role.

Any time a user is assigned to a role that runs an automation, the user will need to authorize that the automation can be run on their behalf. To make this seamless, it's useful to enumerate the set of expected role assignees and ensuring they've all connected the relevant app. If the role is assigned to someone that has not yet connected the relevant app, they'll receive an error notification to connect that app.

Running an automation as a Role.