Manage workflows/instances

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.

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.

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.

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

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

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.

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

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