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Settings

Manage your Workspace details, personal account, email preferences, and privacy rights in one place.

The Settings page is where you rename your Workspace, update your personal profile, choose which emails you receive, and exercise your data-privacy rights including the two most consequential actions on the platform: deleting a Workspace and deleting your account. Both are protected by a 30-day grace period during which you can change your mind.

How it works​

Open Settings from the sidebar it is the last entry in the lower group, just above Logout. The page is organized into vertical tabs:

  • Workspace visible only to the Workspace Owner. Rename the Workspace, change its icon and description, or schedule it for deletion.
  • My Account your personal profile: name, display name, and phone number.
  • Email Preferences opt in or out of non-transactional emails.
  • Appearance light or dark mode, and the colours of the app for you in this Workspace.
  • Privacy & Data download a copy of your personal data or request account deletion.

Owners land on the Workspace tab by default; all other roles land on My Account.

Workspace​

Settings for the current Workspace. Only the Workspace Owner sees this tab and can change them.

Fields​

  • Icon the Workspace's picture, shown next to its name across the app. Upload a PNG or JPG up to 2 MB; when no icon is set, the Workspace's initials are shown instead.
  • Name the Workspace's name. Required you cannot save with an empty name.
  • Description an optional free-text description of the Workspace.
  • Created read-only date and time the Workspace was created.

Actions​

Rename or update the Workspace​

  1. Open Settings from the sidebar and select the Workspace tab.
  2. Edit the Name (required) and, optionally, the Description.
  3. To change the icon, upload a PNG or JPG file under 2 MB using the file picker next to the icon preview.
  4. Click Save changes to apply, or Cancel to discard your edits.

Delete the Workspace​

Deleting a Workspace is a scheduled action, not an instant one:

  1. Open Settings from the sidebar and select the Workspace tab.
  2. In the Delete this workspace area at the bottom, click Delete workspace.
  3. Confirm in the dialog that appears.

What happens next:

  1. The Workspace is scheduled for permanent deletion in 30 days. The area switches to Deletion scheduled and shows the exact date the Workspace will be permanently deleted.
  2. During the grace period, you and your team can keep using the Workspace normally nothing is disabled.
  3. Any paid subscription is set to cancel at the end of the current billing period, so you keep access to paid features through the cycle you have already paid for (see Billing & Plans).
  4. When the grace period ends, the Workspace and everything in it Processes, Sessions, Environments, and all other data is permanently deleted.
danger

After the 30-day grace period ends, the Workspace and all of its data are permanently deleted and cannot be recovered. To keep the Workspace, cancel the deletion before the date shown in the Deletion scheduled notice (see the next action).

Brand the Workspace (Enterprise)​

Enterprise Workspaces can replace the EW-Flow badge at the top of the sidebar and the browser-tab icon with their own. In the Branding area of the Workspace tab there are four slots:

  • Logo a wide logo for light backgrounds, about 170 × 32 px.
  • Logo on dark optional; when empty, the main logo is used in dark mode.
  • Square mark shown when the sidebar is collapsed and used as the favicon when there is no favicon. At least 64 × 64 px.
  • Favicon optional, 32 × 32 PNG or SVG.

Each slot takes an SVG, PNG, WebP or JPG file up to 512 KB (the favicon up to 64 KB). Click Upload (or Replace) and pick the file; it applies to everyone in the Workspace straight away. Click Remove to go back to the default. SVG files are cleaned on upload: scripts, event handlers and links to other sites are removed.

Set the Workspace theme (Enterprise)​

In the Workspace theme area of the Workspace tab:

  1. Choose the Default palette: one of the presets, or one of your own palettes from the Appearance tab. Your palette is copied into the Workspace, so later edits to your own copy don't change it.
  2. Turn Allow personal themes off if everyone should always see the Workspace theme. Light or dark mode always stays a personal choice.
  3. Click Save workspace theme.

Members who choose Follow workspace theme see the change immediately. A palette whose text would be hard to read is refused, and the message says which check failed.

Cancel a scheduled Workspace deletion​

You can cancel at any point during the grace period:

  1. Open Settings from the sidebar and select the Workspace tab.
  2. While a deletion is scheduled, the danger area reads Deletion scheduled and shows the permanent-deletion date.
  3. Click Cancel deletion.
  4. A confirmation appears and the Workspace is no longer scheduled for deletion the normal Delete this workspace area returns.

My Account​

Your personal profile, shared across all Workspaces you belong to.

Fields​

  • First name your given name.
  • Last name your family name.
  • Display name how your name appears to collaborators. Cannot be empty.
  • Email read-only. Your email address is managed by your sign-in provider and cannot be changed here.
  • Phone an optional contact phone number.

Actions​

Update your account details​

  1. Open Settings from the sidebar and select the My Account tab.
  2. Edit your First name, Last name, Display name, or Phone.
  3. Click Save changes to apply, or Cancel to reload your saved details.

Email Preferences​

Choose which non-transactional emails you receive. Transactional emails account, billing, and security messages are always sent because they are required for the service.

Fields​

  • Product updates new features and important changes. On by default.
  • Tips & how-tos occasional best-practice notes and templates. On by default.
  • AI agent digest a weekly summary of your AI agent activity. On by default.
  • Marketing promotions and partner offers. Off by default opt-in only.

Actions​

Change your email preferences​

  1. Open Settings from the sidebar and select the Email Preferences tab.
  2. Switch each category on or off with its toggle.
  3. Click Save preferences.
info

The unsubscribe link included in marketing and product-update emails turns off only that email's category. You can switch it back on here at any time.

Appearance​

Choose how EW-Flow looks for you. Your choices apply only to you and only in the current Workspace: another Workspace can look different.

Fields​

  • Mode System (follows your device), Light or Dark. The same setting as the sun and moon menu in the header.
  • Theme Follow workspace theme uses the palette your Workspace Owner picked; Use my own theme lets you pick a preset or one of your palettes. When the Owner has turned off personal themes, only the Workspace theme is available.
  • Presets eight ready-made palettes, available on every plan: E-Blue (the default), Ocean, Forest, Ember, Violet, Graphite, Rose and High contrast. Every preset passes the contrast checks in both modes.
  • My palettes (Enterprise) up to 10 palettes you built in this Workspace.

Actions​

Pick a preset​

  1. Open Settings and select the Appearance tab.
  2. Under Theme, choose Use my own theme.
  3. Click a preset. The app changes straight away and the choice is saved.

Build a palette (Enterprise)​

  1. In My palettes, click New palette (or Edit on an existing one).
  2. Give it a Name and pick the seven seed colours: Primary, Accent, Neutral, Success, Warning, Danger and Info. Every other colour, for light and dark mode, is worked out from them.
  3. Optionally choose a Sidebar style (Neutral or Brand colour) and Corners (Sharp, Default or Round).
  4. Watch the light and dark previews and the whole app, which follow your edits. The contrast list below the previews must show every check passing.
  5. Click Save palette. It becomes your theme in this Workspace.

Advanced: override any colour lets you pin individual colours (page background, cards, inputs, text, borders, link and brand-tint colours, sidebar) separately for light and dark mode. Colours you don't pin stay Auto.

Share or import a palette (Enterprise)​

  • Click Share next to a palette and Copy code. The code starts with ewtheme1. and contains colours only.
  • To add one, click Import code, paste it, check the preview and click Add to my palettes.

Share codes are also how you move a palette to another Workspace.

info

Custom palettes, the Workspace theme and branding are part of Enterprise. If a Workspace stops being Enterprise, nothing is deleted: the app goes back to the default look and your palettes return if the Workspace upgrades again.

Privacy & Data​

Exercise your rights under Articles 15, 17, and 20 of the GDPR. This tab also links to the Privacy Policy, Cookie Policy, and Sub-processors pages; for privacy questions, contact privacy@ew-flow.com.

Actions​

Download your data​

Get a copy of the personal data the platform holds about you, in a structured JSON format (your right under Articles 15 and 20 of the GDPR):

  1. Open Settings from the sidebar and select the Privacy & Data tab.
  2. Click Download my data.
  3. Your browser downloads a JSON file containing your data export.

Delete your account​

Request permanent deletion of your account (your right under Article 17 of the GDPR):

  1. Open Settings from the sidebar and select the Privacy & Data tab.
  2. In the Delete my account area, click Delete my account.
  3. Confirm in the dialog that appears.

What happens next: your account is blocked immediately, and your personal data is permanently anonymised after a 30-day grace period. The section switches to Account deletion pending and shows the exact anonymisation date. Some data for example billing records is kept for legal reasons.

danger

Once the 30-day grace period ends, your data is permanently anonymised and cannot be restored. If you also intend to delete a Workspace you own, handle the Workspace first see Delete the Workspace.

Cancel an account deletion​

You can change your mind during the grace period. Whenever you open the Privacy & Data tab while a deletion is pending including after signing out or reloading the page the Delete my account area is replaced by the Account deletion pending notice showing the anonymisation date:

  1. In the Account deletion pending notice, click Cancel deletion.
  2. Your account is active again and no longer scheduled for anonymisation.

Best practices​

  1. Download your data before deleting anything run Download my data before requesting account deletion so you keep a copy of your export.
  2. Don't wait until the last day if you change your mind about a deletion, cancel it as soon as you decide rather than racing the grace-period deadline.
  3. Wrap up Workspace work before scheduling deletion every Process, Session, and Environment in the Workspace is deleted with it, for your whole team.
  4. Pick a recognizable Display name it is how collaborators see you throughout the app.
  • Billing & Plans how your subscription is handled when a Workspace deletion is scheduled.
  • Collaboration Workspace roles; only the Owner sees the Workspace tab.