A team workspace turns useful individual work into a shared operating system. Teammates share reviewed Workflows and results while keeping their own Chats, connected accounts, and permission grants separate. With My Okou, everyone also has personal Instructions in this workspace. Legacy Agents retain their shared Agent setup.
If your team currently keeps prompts in a document, think of the workflow as the executable version of that prompt library: it includes the instruction, supporting files, when to use it, and the output standard. A workflow stays trigger-free. Add an automation only when the team wants it to run on a schedule or event.
Build your shared workflow library
The practical path from one useful result to a repeatable team process is:
- Run the task yourself. Start with a real job and make sure the result is useful before standardizing it.
- Turn the method into a workflow. Keep the repeatable procedure, required inputs, references, output format, and review rules.
- Make the workflow public. Public workflows can be discovered and used by other members of the same workspace.
- Invite teammates. Add members from Settings → People and give each person the appropriate role.
- Let each member connect their own accounts. Sharing a workflow does not share the creator's inbox, tokens, private chats, or personal approvals.
- Run it from Web Chat or Slack. The same public workflow can be invoked by name in the current workspace; in Legacy Agents, also use its owning Agent.
A public workflow gives the workspace one reviewed method without forcing everyone to share one account.
Team setup guides
Use these guides in order for a first rollout, or jump directly to the part you need:
Create Workflow instructions with Okou
Turn a successful run into a durable procedure together with your agent. Let the agent draft the workflow, then review the places where your team needs clear constraints.
Share workflows with your team
Understand private versus public visibility, publish a workflow inside the workspace, invoke it by name, and make a Private copy when you need an independent version.
Invite teammates
Prepare the shared Workflow (and owning Agent in Legacy Agents), invite members from Settings → People, assign Admin or Member access, and manage pending invitations.
Join a team workspace
Accept an invitation, switch into the correct workspace, find shared Workflows, connect your own services, and complete a safe first run.
Use shared workflows in Slack
Install the Slack app, connect each member, add Okou to a channel, invoke a workflow with @Okou, and keep follow-up work in one thread.
What is shared and what stays personal
| Shared within the workspace | Personal or explicitly shared |
|---|---|
| Public Workflows and their reference files | Private Workflows; personal Instructions and memory in My Okou |
| The method, output standard, and quality bar | Your connected accounts and permissions |
| Results you deliberately share | Private Chats and unshared artifacts |
| Workspace integrations and settings, where supported | Each member's account linking and automation ownership |
Public does not mean published to the internet. Sharing a Workflow does not share an account, private context, or access grant. Each execution uses the executing member's Instructions, memory, accounts, and permissions. A member's same-name Private Workflow takes precedence over a Public one in My Okou.
Instructions, Workflows, and Automations
- My Okou Instructions: personal preferences saved under Settings → Personal → My Okou, used for the next work Okou starts in this workspace.
- Workflow: a reusable method. Private belongs to you; Public is shared within the workspace. Publication and maintenance still follow workspace rules.
- Automation: a member-owned trigger for a Workflow. Runs use the owner's context and access. Sharing a Workflow does not share another member's Automations.
Legacy Agents: Agent profiles and Instructions remain available. Workflows belong to an Agent, and teammates need access to that Agent as well as the Workflow. See My Okou and legacy Agents.
A good first team workflow
Choose a task that already crosses a handoff, such as qualifying an inbound lead, reviewing a customer escalation, preparing a weekly metric brief, triaging a bug report, or drafting a content review.
A strong first workflow has:
- one clear outcome;
- inputs every teammate can identify;
- approved sources or attached references;
- a predictable output format;
- explicit rules for actions that need human approval;
- a shared destination for the result.
Start by running it manually with two people. Update the instruction after the second person finds missing context. Once the workflow produces consistent results, decide whether it also needs an automation.
Related guides
- Agents explains public and private agents.
- Workflows covers workflow creation and invocation.
- Automations adds schedules and event triggers.
- Permissions explains connections, authorization, and grants.
- Slack covers the full Slack integration.
