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Managing Workflows

Required Permission
Workflow - You must have the Workflow permission to access this setting.

Learn how to publish, pause, version, and manage your workflows throughout their lifecycle.

Workflow Statuses​

StatusDescriptionTriggers?Editable?
DraftNot yet publishedNoYes
ActiveRunning and triggeringYesAs draft only
PausedTemporarily stoppedNoAs draft only
ArchivedDeleted/retiredNoNo

Publishing a Workflow​

Publishing makes a workflow active and able to trigger on matching records.

First-Time Publish​

  1. Complete your workflow configuration
  2. Ensure all nodes are valid (no red borders)
  3. Click Publish in the top bar
  4. Confirm the publish action

The workflow status changes to Active and begins monitoring for trigger conditions.

What Happens on Publish​

  • Workflow becomes active immediately
  • New records matching the trigger will enroll
  • A new version is created (for rollback)
  • Status indicator shows "Active"
Test Before Publishing

Review your entire workflow before publishing. Once active, it will process real records.

Saving vs Publishing​

Understanding the difference between saving and publishing:

Save (Draft)​

  • Click Save to preserve your changes
  • Changes are saved as a "draft"
  • Draft doesn't affect the live workflow
  • Only you can see draft changes

Publish​

  • Click Publish to make changes live
  • Draft becomes the active version
  • New version is created for rollback
  • All matching records will use new configuration

Draft Indicator​

When you have unpublished changes:

  • "Draft" badge appears in top bar
  • Save button saves draft changes
  • Publish button promotes draft to live

Pausing a Workflow​

Temporarily stop a workflow without losing its configuration.

How to Pause​

  1. Open the active workflow
  2. Click the Pause button in the top bar
  3. Confirm the pause action

Pause Behavior​

  • New records will not enroll
  • Existing scheduled steps continue processing
  • In-progress executions complete
  • Workflow can be resumed anytime

When to Pause​

  • Troubleshooting issues
  • Making significant changes
  • Seasonal workflows
  • Temporary business changes

Resuming a Paused Workflow​

  1. Open the paused workflow
  2. Click Resume in the top bar
  3. Workflow immediately becomes active

New triggers will fire, but records that occurred during pause are not enrolled retroactively.

Editing Active Workflows​

You cannot directly edit an active workflow. Instead:

  1. Make changes (they save as draft)
  2. Review your draft changes
  3. Publish when ready

Draft vs Live View​

  • Live version - What's currently running
  • Draft version - Your unpublished changes

The editor shows your draft. The live version continues running until you publish.

Discarding Draft Changes​

If you want to abandon draft changes:

  1. Click the Discard Draft option
  2. Confirm you want to discard changes
  3. Draft is deleted, live version remains

Version History​

Every publish creates a version, allowing you to roll back if needed.

Viewing Version History​

  1. Click the Version History button (clock icon)
  2. See list of all versions with:
    • Version number
    • Publish date
    • Change notes (if provided)

Version Details​

Each version shows:

  • Who published it
  • When it was published
  • Change notes
  • Full workflow configuration at that point

Saving with Change Notes​

When publishing:

  1. Click Save button
  2. Enter a Change Note describing your changes
  3. Click Save

Change notes help you understand what changed in each version.

Example notes:

  • "Added reminder email 3 days before appointment"
  • "Fixed condition logic for high-value leads"
  • "Updated email template to new branding"

Restoring Previous Versions​

Roll back to an earlier version if needed.

How to Restore​

  1. Open Version History
  2. Find the version you want
  3. Click Restore on that version
  4. Add a note explaining the restore
  5. Confirm the restore action

Restore Behavior​

  • The selected version becomes a new draft
  • You must publish to make it live
  • Creates a new version in history
  • Previous changes are not lost (still in history)

When to Restore​

  • New version has bugs
  • Business logic needs reverting
  • Accidental changes were published
  • Testing different configurations

Cloning Workflows​

Create a copy of an existing workflow.

How to Clone​

  1. From the workflow list, find the workflow
  2. Click the action menu (...)
  3. Select Clone
  4. Enter a new name
  5. Click Clone

Clone Details​

  • Creates a new draft workflow
  • Copies all nodes and configuration
  • New workflow is independent of original
  • Object type cannot be changed

When to Clone​

  • Creating variations of existing workflows
  • Testing changes without affecting production
  • Creating templates for similar processes
  • Seasonal copies with date changes

Deleting/Archiving Workflows​

Remove workflows you no longer need.

How to Archive​

  1. From the workflow list, find the workflow
  2. Click the action menu (...)
  3. Select Delete or Archive
  4. Confirm the action

Archive Behavior​

  • Workflow no longer triggers
  • Existing executions may continue
  • Scheduled steps may be cancelled
  • Workflow moves to archived list

Viewing Archived Workflows​

  1. In the workflow list, toggle the filter
  2. Select "Include Archived"
  3. Archived workflows appear grayed out
Cannot Unarchive

Archiving is typically permanent. Clone a workflow before archiving if you might need it later.

Workflow List Management​

Filtering Workflows​

Filter the workflow list by:

  • Status - All, Active, Draft, Paused
  • Object Type - Contacts, Projects, etc.
  • Search - Find by name

Sorting Workflows​

Sort by:

  • Name - Alphabetical
  • Modified Date - Most recent first
  • Status - Group by status

Bulk Actions​

Select multiple workflows for bulk operations (if available):

  • Pause selected
  • Resume selected
  • Archive selected

Workflow Settings​

Editing Name and Description​

  1. Click the Edit button (pencil icon) in the top bar
  2. Update the name and/or description
  3. Click Save

Viewing Workflow Details​

The top bar shows:

  • Workflow name
  • Object type
  • Current status
  • Version number
  • Last modified date

Status Indicators​

Top Bar Status​

IndicatorMeaning
Green "Active"Workflow is live and triggering
Yellow "Paused"Workflow is paused
Gray "Draft"Workflow has unpublished changes
"v3"Current version number

Node Status​

IndicatorMeaning
Normal borderNode is valid
Red borderNode has errors
DimmedNode is disabled

Best Practices​

Before Publishing​

  1. Review all node configurations
  2. Test the trigger conditions
  3. Verify action settings
  4. Check condition logic
  5. Add change notes

Version Control​

  • Add meaningful change notes
  • Publish incrementally (small changes)
  • Test before major changes
  • Know how to restore if needed

Workflow Lifecycle​

  1. Create - Build and configure
  2. Test - Review in draft mode
  3. Publish - Make active
  4. Monitor - Check execution history
  5. Iterate - Improve based on results
  6. Archive - Remove when obsolete

Documentation​

  • Use descriptive workflow names
  • Add descriptions explaining purpose
  • Use custom labels on nodes
  • Document complex logic externally

Troubleshooting​

Cannot Publish​

  • Check for validation errors (red borders)
  • Ensure all required fields are filled
  • Verify trigger is configured

Changes Not Taking Effect​

  • Confirm you published (not just saved)
  • Check if workflow is active
  • Verify trigger conditions match
  • Review enrollment criteria

Unexpected Behavior After Change​

  • Check version history for what changed
  • Restore previous version if needed
  • Review execution history for clues

Next Steps​