The surprisingly easy way to share your AI workflows with anyone

You've done it. You've built this beautiful AI workflow that scrapes leads, enriches their data, and automatically updates your CRM. It's running like clockwork, saving you hours every week. Then your colleague sees it in action and asks the inevitable question: "Can you set this up for me too?"

And suddenly you're faced with a choice: spend the next three hours walking them through your entire setup process, or find a smarter way to package your creation so anyone can use it.

I've been down this road more times than I care to admit. The good news? There are actually some pretty elegant ways to share AI workflows that don't involve becoming everyone's personal tech support.

Why sharing AI workflows is trickier than it seems

Before we dive into solutions, let's talk about why this is a problem in the first place. When you build an AI workflow for yourself, you're usually cobbling together different services, APIs, and tools. You've got your OpenAI key here, your database connection there, maybe some custom scripts running on your local machine.

It works perfectly for you because you understand all the moving pieces. But hand that same setup to someone else, and they're staring at a confusing mess of configuration files and dependencies they've never heard of.

The challenge isn't just technical - it's also about context. Your workflow probably evolved over time as you refined it. You remember why you chose certain approaches or worked around specific limitations. Your colleague doesn't have that history.

Method 1: The documentation approach (start here)

The simplest way to share a workflow is often the most overlooked: really good documentation. I'm not talking about a quick README file with bullet points. I mean step-by-step instructions that assume nothing.

Here's what I've learned about writing workflow documentation that actually works:

Start with the big picture. Explain what the workflow does and why it's useful before diving into how to set it up. People need context to understand why they're doing each step.

Include screenshots of everything. That API key section that seems obvious to you? Screenshot it. The dropdown menu where they select their database type? Screenshot that too. Visual learners will thank you.

Test your instructions on someone else. Better yet, test them on someone who's never used the tools before. You'll quickly discover all the assumptions you made.

Document the dependencies upfront. List every service, API key, and tool they'll need before they start. Nothing's more frustrating than getting halfway through setup and realizing you need a paid subscription to something.

I usually structure my workflow documentation like this:

• What this workflow does (with examples)
• What you'll need before starting (accounts, keys, etc.)
• Step-by-step setup instructions
• How to test that it's working
• Common troubleshooting issues

The documentation approach works well when your workflow uses common tools and your recipient has some technical comfort. It's also free and gives people full control over their setup.

Method 2: Container-based sharing (for the tech-savvy)

If your workflow involves multiple services or has complex dependencies, containerization might be your friend. Tools like Docker let you package everything your workflow needs into a single container that runs the same way everywhere.

Think of it like creating a virtual computer that has all your workflow's requirements pre-installed. Your recipient downloads the container, runs one command, and boom - they have a working copy of your system.

The beauty of this approach is consistency. If it works on your machine, it'll work on theirs. No more "but it works on my computer" conversations.

Here's when containers make sense:

• Your workflow uses multiple programming languages or frameworks
• You're dealing with specific version requirements
• Your recipient is comfortable with command-line tools
• You want to ensure consistent behavior across different environments

The downside? There's definitely a learning curve if you've never worked with containers before. And while Docker has gotten much more user-friendly over the years, it's still intimidating for non-technical users.

I've had good luck with containers when sharing workflows within developer teams or with technically-minded colleagues. For everyone else, the setup overhead usually isn't worth it.

Method 3: Platform-based deployment (the turnkey solution)

This is where things get interesting. Instead of asking your recipient to rebuild your workflow from scratch, what if you could deploy it to a platform where they just need to add their API keys and hit "start"?

Several platforms now make this possible. You can package your entire workflow - scripts, dependencies, configuration - and deploy it to a cloud service. Your recipient gets a clean interface where they just need to plug in their credentials.

The workflow runs in the cloud, so they don't need to worry about keeping their computer on or managing updates. You can even set up monitoring and logging so they can see what's happening behind the scenes.

I've been experimenting with this approach lately, and it's surprisingly smooth. You upload your workflow code, specify the environment requirements, and the platform handles the rest. Your recipient gets a link, enters their API keys, and they're off to the races.

The trade-offs here are cost and control. Most platforms charge for compute time, though many workflows are light enough that costs stay minimal. And your recipient is depending on the platform staying online and maintaining their service.

But for non-technical users who just want your workflow to work, this approach is often worth the cost. They get a professional-looking interface and don't need to understand the technical details.

Choosing the right approach for your situation

So which method should you use? It depends on your audience and your workflow's complexity.

Go with documentation if:

• Your workflow uses common, well-documented tools
• Your recipient is comfortable following technical instructions
• You want to keep costs at zero
• The workflow is relatively simple (under 10 steps to set up)

Consider containers if:

• Your workflow has complex dependencies
• You're sharing within a technical team
• You need to ensure identical behavior across environments
• Your recipients are comfortable with command-line tools

Try platform deployment if:

• Your recipients are non-technical
• You want to provide ongoing support and updates
• The workflow complexity would intimidate most users
• You don't mind paying for hosting

The secret ingredient: user testing

Regardless of which method you choose, test your sharing approach with someone before rolling it out widely. I've learned this lesson the hard way more times than I'd like to admit.

Find someone who matches your target audience and ask them to set up your workflow using your instructions or tools. Watch them go through the process - don't help unless they're truly stuck. You'll be amazed at what you learn.

They'll click buttons you didn't expect, misinterpret instructions that seemed crystal clear, and run into edge cases you never considered. All of that feedback makes your shared workflow better.

Making it stick

The best shared workflow is one that people actually use long-term. That means thinking beyond just getting it set up initially.

Consider how they'll troubleshoot issues when you're not around. Can they easily see what's happening when something breaks? Is there a way for them to check if the workflow is running properly?

Think about updates too. When you improve your workflow, how will you share those improvements? Some approaches make updates easier than others.

And don't forget about API key rotation and other maintenance tasks. Your recipient needs to understand what ongoing maintenance looks like, even if it's minimal.

The goal isn't just to share your workflow once - it's to enable someone else to own and maintain their version of it. That's when you know you've really succeeded at sharing something valuable.