Shared Agents
Admins can publish agents to the whole organisation, creating a library of admin-verified agents anyone can adopt. Admins organise agents into categories, promote the ones they consider essential, and keep every published agent up to date - any change an admin makes is pushed to every subscriber automatically, so no agent goes stale or falls out of compliance.
This article covers both sides of centralized sharing:
For admins: building, publishing, and managing shared agents
For users: discovering, test running, and subscribing to agents
For admins: publishing agents to the organization
Building an agent to share
Shared agents are built the same way as any other agent - in plain language, no code required. Simply write what you want in the main chat. You can also press "Create Agent" from the Discover page or your agent overview page.
Publishing an agent
When the agent is ready:
When you save, you'll see a preview of exactly what the organization will see - the agent's name, description, and tagline. Adjust anything you like to position the agent the right way before it goes live.
Select Publish.
Assign the agent to a category so it's easy to find, and optionally promote it as essential (see Categories and "Essentials" agents below).
Confirm, and Sana shares the agent centrally with the organisation.
Once published, the agent appears in Discover, where anyone in the organisation can browse, test run, and subscribe to it.
Categories and "Essentials" agents
Admins organise the shared library so people can find what's relevant to them:
Categories group published agents by theme - for example by function, workflow, or audience. Admins create and manage categories for the organisation.
"Essentials" agents are agents an admin has flagged as essential. They appear in a dedicated section in Discover, so the highest-value agents are the first thing people see.
Editing a published agent
You can edit a published agent at any time - change the trigger, add or remove steps, adjust instructions, or update the name and description. Every change is pushed to all subscribers automatically. Users don't need to re-subscribe or do anything; the next run uses the updated version. This ensures agents are never stale or non-compliant.
If a change introduces a new requirement - for example, a new step that needs a connector the user hasn't set up - Sana handles it safely:
Sana recognises the new requirements and checks them against what each subscriber has connected.
If a subscriber is missing something, Sana stops the agent from running for that user - no failed runs, no runs completed with the wrong data.
The user is prompted to connect what's missing. Once they do, the agent resumes running as normal.
Unpublishing or deleting an agent
At any time, you can:
Unpublish the agent - it's removed from Discover, no new users can find and subscribe to this agent.
Delete the agent entirely. Only delete removes the agent from all subscribed end users.
For users: finding and subscribing to agents
Discovering agents
Head to Discover to browse the agents your admins have published. Agents are organised into categories, with essential agents highlighted at the top.
Test running an agent
Before subscribing, you can test run any shared agent. A test run lets you observe how the agent works - the process it follows and the output it produces - so you can build trust and understanding before adopting it.
Subscribing to an agent
When you're ready, click Subscribe. That's it - the agent is now active for you. It will run on its set schedule or trigger, always following the process the admin defined, but running with your specific context and access rights. The agent sees what you can see, and acts within your permissions - never anyone else's.
Prerequisites
Some agents require specific tools to be connected - for the trigger, or for one or more steps in the process. If you don't meet an agent's prerequisites, Sana won't let you end up in a silent failure state:
Sana recognises what you're missing and blocks the subscription until it's resolved.
You're nudged to connect the required tools, so you can subscribe knowing the agent will run successfully.
Staying up to date
Subscribed agents are always current. When an admin updates an agent, the changes are reflected for you automatically — nothing to re-install or re-subscribe to. If an update introduces a new connector requirement, Sana pauses the agent for you and prompts you to connect what's needed before it runs again, so you never get failed runs or runs using the wrong data.
FAQ
Q: What's the difference between a shared agent and one I build myself?
A: A shared agent is built and maintained centrally by an admin, and made available to the whole organization through Discover. You subscribe to it rather than owning it - the admin controls the process, and updates are pushed to you automatically. Agents you build yourself are yours to edit and manage.
Q: Does a shared agent run with the admin's access, or mine?
A: Yours. The agent follows the process the admin defined, but every run uses your context, your connected tools, and your access rights. It can never see or do anything you couldn't.
Q: What happens when an admin changes an agent I'm subscribed to?
A: The changes take effect for you automatically — your next run uses the updated version. If the update requires a new connector you haven't set up, Sana pauses the agent for you and prompts you to connect it before running again.
Q: Why can't I subscribe to a certain agent?
A: The agent has prerequisites you don't meet yet - a tool required for its trigger or one of its steps isn't connected for you. Sana will show you what's missing and guide you through connecting it, after which you can subscribe.
Q: Can I try an agent before subscribing?
A: Yes. Use test run from the agent's page in Discover to observe its process and output before deciding to subscribe.
Q: What happens if an admin unpublishes an agent I use?
A: The agent is removed from Discover and stops being visible to the organisation, but it will still run for you. It is only deleted when an admin deletes the agent.
Q: Can I edit a shared agent I've subscribed to?
A: No - shared agents are centrally managed by admins so the process stays consistent and compliant across the organisation. If you want a personal variation, you can build your own agent with the process you need.