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How to share a parent organization's Workflows with child organizations (Enable Workflow Sharing)

A child organization can use its parent organization's workflows in its own programs. Once TeamSideline has linked the two sites, an admin on the child site sets Enable Workflow Sharing to Yes for the parent, and the parent's workflows appear in the Participant Workflow and Volunteer Workflow lists on the child's 1 Setup pages.

Applies to: Admins of parent and child organizations · Organizations with the Workflow module on both sites · Youth Registration programs

Where: On the child site, Administration > Associated Organizations > Shared Organizations, then Programs > Manage Programs > (program) > 1 Setup

Before you start

  • The sites are linked. The parent lists the child under Define Associated Organizations on its own Associated Organizations page, and TeamSideline links that entry to the child's site. Until then, the child's Shared Organizations list reads "No organizations have enabled sharing."
  • The parent has the workflows. TeamSideline Support builds workflows on the parent site. Admins can't add or change workflows or their items.
  • The child site has the Workflow module, and your admin role includes the Workflows permission.
  • Fields are linked. If the parent's workflow items are tied to file or text fields, TeamSideline also links the parent's fields to the child's, so each item shows what the child's families entered.

Turn on Workflow Sharing (child site)

  1. Sign in to the child organization's admin site and go to Administration > Associated Organizations.
  2. Under Shared Organizations, click the Edit icon (pencil) next to the parent organization.
  3. Set Enable Workflow Sharing to Yes. The side text reads: Select "Yes" to include all workflows from this organization with yours as selections for Programs.
  4. Click Save. You'll see "Associated Organization Updated."

Use a shared workflow in a program (child site)

  1. Go to Programs > Manage Programs, open the Youth Registration program and go to 1 Setup.
  2. In Participant Workflow (players) or Volunteer Workflow (volunteers), choose the workflow listed under the parent organization's name.
  3. Click Save.

Choose carefully: "Once a participant workflow is selected, it cannot be changed." A volunteer workflow locks the same way, and a program takes one of each.

What you'll see

  • When the lists hold workflows from more than one organization, they're grouped under each organization's name. Only workflows that are enabled on the parent site are listed.
  • Your site tracks its own players and volunteers: you mark their items on the team roster or on each person's enrollment, as How to use Workflow to track player and volunteer requirements explains.
  • On the parent site, the Workflow - Rosters and Workflow - Enrollments dashboards and the Workflows export have an Organization(s) filter that lists the linked child organizations. Opening a child's team or player from there needs an admin login on the child site.

If it doesn't work

  • The parent isn't under Shared Organizations. TeamSideline hasn't linked the parent's entry to your site yet. Ask TeamSideline Support.
  • There's no Enable Workflow Sharing setting. Your site doesn't have the Workflow module, or your admin role doesn't include the Workflows permission.
  • The parent's workflow isn't in the 1 Setup list. Enable Workflow Sharing is No, the workflow is turned off on the parent site, or it's for the other participant type: a volunteer workflow is listed only in Volunteer Workflow. The lists appear only on Youth Registration programs.
  • A shared item tied to a document shows no file. The parent's field isn't linked to yours yet. Ask TeamSideline Support.
  • Every admin on your site sees a shared Approval item as Locked. Its Approval Role is one of the parent's roles. Your admins can approve it only with a role of exactly the same name on your site, which TeamSideline Support can add. See Workflow approval items: who can mark them complete (Approval Role).

Good to know

  • Sharing runs one way: the child uses the parent's workflows. Only the child site can turn it on or off; the parent can't do it for you.
  • The setting is kept separately for each parent organization listed under Shared Organizations.
  • Before you turn sharing off, check whether any of your programs uses one of the parent's workflows, and if one does, ask TeamSideline Support first.
  • The same page has Enable Cal Sharing and Enable Email/Text Sharing, explained in How parent and child organizations work (Associated Organizations, sharing, and what TeamSideline sets up).

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