Manage workflows/instances
Check out how to run an instance, stop, update or delete it, and how to edit or delete a workflow.
Run a workflow instance
When you have created a workflow (your process template), it's time to use it in real life. Each "real life" application of a workflow is called an instance.
You can run an instance by clicking the play button in the workflow.

If you run an instance and it gets stuck on a step, refresh your screen.
Update a workflow
To edit a workflow
- Click ... next to the workflow.
- Click Edit workflow. You can edit the workflow lead, process visibility, status, and the go-live date for the workflow as well as add building notes and resources to the workflow. You can also add or remove a step from the workflow.
Notes:
- When you change something in the workflow, the changes will not affect the already running instances.
- Only one person can edit a workflow at a time.
To edit an instance
- In the workflow overview, click the active or completed instance you want to edit.
- Click Edit instance. You can edit the instance's priority, name, or deadline.
You can also re-assign a step in a particular instance. To do so, click the step and click Take over. You can either assign the step over yourself or select a team member to re-assign this step to.
Tip: The instance editing option isn't available if the workflow has the default settings of auto-naming, disabled deadlines, and disabled priority.
Duplicate a workflow
- Click ... next to the workflow.
- Click Duplicate workflow.
When duplicated, you can rename the duplicated workflow, move the duplicate to another folder, and clear the users assigned to the original workflow.
Move a workflow
You can move a workflow to another folder. Do the following:
- Click ... next to the workflow.
- Click Move workflow.
- Select the new destination of your workflow.
- Click Move.
Delete a workflow and instance
If you've tested your workflow and want to clean up your workflow dashboard, you can delete a workflow together with any live instances that are linked to the workflow. Note that only administrators and workflow leads have the right to stop or delete an instance.
To delete a workflow
- Click ... next to the workflow.
- Click Delete workflow.

If there are instances linked to the workflow, they'll be listed in the pop-up for you to review.
- Click Delete workflow and all instances.
To delete an instance
- In the main navigation, click Workflows.
- In the Overview, filter for the instance to delete.
- Click the delete icon for the instance you want to delete.

Tip: If you don't want to delete the instance and lose all its data, you can also stop an instance.
Note that once you stop, the instance can't be re-started. You can find your stopped instanced in the Completed Instances tab in the Workflow Overview.
Version a workflow
If you save your edits, any changes you apply to workflows or steps are in effect immediately. They are listed in the Changelog.
That means it is not possible - as of today - to revert to a previous version of your workflow or to undo any accidental changes in steps and form fields.
Updated 22 days ago