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    Run

    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.Image of the play button used to start an instance
    If you run an instance and it gets stuck on a step, refresh your screen.

    Edit a workflow

    1. Click … next to the workflow.
    2. 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.

    Edit an instance

    1. In the workflow overview, click the active or completed instance you want to edit.
    2. 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.
    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

    1. Click … next to the workflow.
    2. 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:
    1. Click … next to the workflow.
    2. Click Move workflow.
    3. Select the new destination of your workflow.
    4. Click Move.

    Delete a workflow and instance

    Contact us if you want to switch off the deletion option altogether, for example, for security reasons. In such cases, nobody (not even admins) will be able to delete instances.
    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
    1. Click … next to the workflow.
    2. Click Delete workflow.
      Image of the delete workflow option in the acctions menu
      If there are instances linked to the workflow, they’ll be listed in the pop-up for you to review.
    3. Click Delete workflow and all instances.
    To delete an instance
    1. In the main navigation, click Workflows.
    2. In the Overview, filter for the instance to delete.
    3. Click the delete icon for the instance you want to delete.
    Image of the delete icon in the active instanes tab
    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 instance in the Completed Instances tab in the Workflow Overview.

    Work with workflow versions

    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.

    Set deadline on a step

    See Deadlines and reminders

    Create and auto-name instances via API

    When you create instances using Next Matter API, and use auto-naming, make sure to send all the parameters included in the naming template (such as ISO date, customer name, etc.). You can omit the name parameter, but all the remaining parameters must be valid and correctly filled in.If any of the parameters are missing, in the wrong format, or invalid, the auto-naming will fail with Instance [ID] - Name update failed.Make sure to provide all the parameters, for example:
    Copy
    Ask AI
    POST /api/instances
{
  "process_id": 21648,
  "values": {
    "Start Date": "2025-04-03T10:00:00Z", //must be in the ISO 8601 format
    "Customer Name": "ACME GmbH"
  }
}
    You can view and configure the auto-naming template in Workflow start options.Workflow Start Options Pn

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