Projects: Organize and Secure Your Workflows

Projects help you organize your workflows and manage who can access them. As you create more workflows in Synthesized, projects let you group related work, share with teammates, and keep your workspace manageable.

This guide will walk you through everything you need to know about using Projects.

Overview: Why use projects?

Projects address the need for better organization and access control. They allow you to:

  • Group related workflows: Bundle workflows that belong to the same application, team, or initiative into a single, organized space.

  • Enhance security with granular access: Control exactly who can view, edit, or manage the workflows and data sources within a project.

  • Improve collaboration: Share projects with team members, granting them appropriate roles to collaborate effectively.

  • Reduce clutter: Easily navigate between different contexts without being overwhelmed by a single, long list of workflows.

Key concepts

What is a project?

A project is a container for your workflows. It acts as a dedicated workspace where you can group related assets and manage access for different users. Each project has its own members, roles, and a set of associated data sources. For example, you might have one project for all workflows related to your HR data, and another for finance.

Project types: Public and Private

When you first access the projects feature, you will see two default projects:

  1. Public project: This is a special, shared project visible to all users in your organization. It’s ideal for workflows and data sources that need to be broadly accessible for collaboration.

  2. Private project: A personal private project is automatically created for you. By default, only you have access to it. This is the perfect place for your individual work, drafts, and tests before they are ready to be shared.

You can create new projects from the home screen. Any new project you create is private by default. Only users you invite will be able to see or access a project you’ve created.

Roles and permissions

Access control in projects is managed through a combination of Project Roles and your existing Global Role (e.g., Administrator, Operator). Project roles work alongside your global role in Synthesized. The higher of the two determines your actual permissions.

A project can have multiple members in each role (e.g., multiple Editors).

Project roles

When you invite a user to a project, you assign them a role that defines their permissions within that specific project.

Role Can edit workflows? Can edit data sources? Can edit project details & members? Best for…​

Viewer

❌ No

❌ No

❌ No

Users who only need to see the project’s workflows and their results.

Editor

✅ Yes

❌ No

❌ No

Team members who actively create, run, and modify workflows but shouldn’t manage project settings or members.

Admin

✅ Yes

✅ Yes

✅ Yes

Team leads or managers who need to manage workflows, invite members, and configure the project.

Owner

✅ Yes

✅ Yes

✅ Yes

The primary person responsible for the project. The project creator is the initial Owner.

Interaction with global roles

Your global role in Synthesized can grant you permissions that may extend beyond your role in a specific project.

  • Additive permissions: If you have permission to do something from either your global role OR your project role, you can perform that action.

  • Administrator override: Users with high-level global roles (like Administrator) can typically view and manage all projects, regardless of whether they are a member.

What happens when a member is removed?

If a member is removed from a project, they lose access to it. Any workflows they created within that project remain and are still accessible to the other project members. An owner can still access the workflow from the Home page.

How projects interact with data sources

Data sources live in a shared global pool but must be linked to a project before they can be used in any workflow within that project. This ensures only approved data is accessible per project.

  • Global pool: All data sources exist in a global space.

  • Project-level access: To use a data source in a workflow, that data source must be explicitly added to the project containing the workflow. This ensures that workflows within a project can only access a pre-approved set of data sources, preventing accidental or unauthorized data access.

  • Permissions to link: To add a data source to a project, you need two things:

    1. An Admin or Owner role within the project.

    2. Permission to assign the data source itself. You have this permission if you are the creator of the data source or have a global Administrator role.

Getting started with projects

Navigating your projects

You can find all projects you have access to in the new Projects section of the left-hand navigation menu. Clicking on a project will take you to its dedicated page, listing all the workflows it contains.

For existing users: where are my workflows?

To ensure a smooth transition, we have automatically migrated your existing workflows into projects:

  • All of your previously public workflows have been moved into the Public Project.

  • All of your previously private workflows have been moved into your personal Private Project.

Managing projects

Creating a new project

You can create a new project from the "Home" page.

  1. Click the + Create new project button to be guided through the process:

    • Step 1: Name project: Give your project a clear, descriptive name.

    • Step 2: Invite members (Optional): Add team members by entering their email addresses and assigning them a role (Viewer or Editor). You are automatically set as the Owner for the project. You are also able to manage user access once the project has been created.

    • Step 3: Add data sources (Optional): Select the data sources that will be available to workflows within this project.

  2. Click Create project to finish.

Editing or deleting a project

You must have Admin or Owner permissions to edit or delete projects.

From within a project, click the three-dot menu (…​) next to the project name to access management options.

  • Edit project: Change the project’s name or description.

  • Delete: Permanently remove the project and all workflows within it.

Project deletion is permanent. Deleted projects cannot be recovered.

Sharing a project and managing members

You must have Admin or Owner permissions to manage project members.

You can invite collaborators and manage their permissions at any time.

  1. Navigate to the project you want to share.

  2. Click the Share button in the top-right corner.

  3. In the "Share project" modal:

    • Add people: Enter one or more email addresses.

    • Set role: Select a role (Viewer, Editor, or Admin) from the dropdown.

    • Manage existing members: You can change the role of existing members or remove them from the project.

  4. Click Save to apply your changes.

Managing a project’s data sources

You must have Admin or Owner permissions to manage project data sources. Users may only link data sources if they have permissions on the data source.

Link or unlink data sources to control which are available to your project’s workflows.

  1. From within a project, click the three-dot menu (…​) and select Manage data sources.

  2. A modal will appear listing all data sources that you are permitted to assign.

  3. Check the boxes next to the data sources you want to link to the project. Uncheck to unlink.

  4. Click Save.

Working with workflows in a project

Creating a workflow in a project

When creating a new workflow, you’ll now select which project it belongs to.

  1. From any project page, click the + Create new workflow button.

  2. In the creation modal, the first step is Define.

  3. If you start from a Project page, the workflow is automatically linked to that project. Otherwise, select the desired project from the dropdown.

  4. Proceed with the rest of the workflow configuration as usual.

When you proceed to the Connect step to select data sources, the list will be filtered to show only the data sources that have been linked to your chosen project.

Moving a workflow to a different project

You can move a workflow from one project to another, provided you have the necessary permissions and both projects have connected the input and output data sources.

  1. From the workflow list within a project, click the three-dot menu (…​) on the workflow row and select Move to project.

  2. In the modal, select a new project from the dropdown list. You must have an Admin or Owner role in the destination project to move a workflow into it.

  3. Click Save to complete the move.