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Manage a Workflow

In an app, locate the workflow you want to manage and click its name to open the workflow editor.

1. Edit the Workflow Name and Description​

Update the workflow name and description as needed.

2. Configure Global Workflow Settings​

Configure how the workflow runs, auto-approval settings for approval nodes, and other workflow-level settings.

For details, see Global Workflow Settings.

3. Edit the Workflow​

Click an existing node to edit it, or click + to add a new node.

The configuration process is similar to creating a workflow. For details, see Create a Workflow.

4. Test the Workflow​

After designing and configuring a workflow, test it to verify that it runs as expected. You can test unpublished changes or run the currently published workflow.

  • Test Unpublished Changes: Before publishing your changes, select a record to test the latest workflow configuration without publishing it first.

  • Run the Published Workflow (Execute Now): Select a record to run the currently published workflow. This performs an actual workflow execution using the published configuration and works the same way as Execute Now.

Note: If the trigger node includes filter conditions, the selected record must meet those conditions for the workflow to run.

Supported workflow types:

  • Worksheet event-triggered workflows
  • Scheduled workflows
  • Date field-triggered workflows
  • Button-triggered workflows
  • Subprocesses and Packaged Business Processes (PBPs)

Workflows triggered by organization member events or webhooks, as well as loop workflows, do not support quick testing.

What happens during testing:

  1. For workflows triggered when a record is deleted, starting a test does not delete the selected record.

  2. The user who starts the test is treated as the triggering user, and the time the test is started is used as the trigger time.

warning

Testing a workflow performs the actions configured in the workflow. Actions such as updating field values and deleting records affect actual data.

Task Assignees and Message Recipients During Testing​

Task assignees and message recipients vary depending on how the workflow is tested.

  • Test Unpublished Changes

    • For CC, internal notification, SMS, email, and similar nodes, messages are sent only to the user running the test. Recipients configured in these nodes do not receive the messages.
    • Approval and Fill in nodes do not require manual action and are automatically approved or completed.
    • Referenced subprocesses, PBPs, and approval processes are not executed during the test. Test these processes separately if needed.

  • Run the Published Workflow

    If the workflow contains approval, data filling in, CC, internal notification, SMS, email, or similar nodes, you can choose before running the workflow whether tasks and messages are sent to yourself or to the users configured in those nodes.

    For example, if an approval node assigns the department manager as the approver, choosing to send the task to yourself assigns the approval task to you. Choosing the actual assignee sends the task to the configured department manager.

5. Publish Workflow Updates​

After making changes, click Update Release for the changes to take effect.

Workflow instances triggered before the update is published continue to run using the workflow configuration that was active when they were triggered.

6. Move a Workflow to Another App​

Workflows that do not use a worksheet as their trigger data source can be moved to another app. The following workflow types are supported:

  • Workflows triggered by webhooks
  • Scheduled workflows, excluding workflows triggered by date fields
  • Workflows triggered by organization member events, excluding external users
  • Packaged Business Processes (PBPs)

7. Convert a Workflow to a Subprocess or PBP​

  • Workflows triggered by worksheet events, custom actions, or date fields can be converted to subprocesses.
  • A subprocess that uses an object array as its data source can be converted to a Packaged Business Process (PBP).

8. Delete or Restore a Workflow​

Workflows that are no longer needed can be deleted. Deleted workflows are moved to the Recycle Bin and can be restored if needed.

  • The workflow Recycle Bin is available only on paid plans.
  • Workflows in the Recycle Bin are permanently deleted after 60 days and cannot be restored.
  • Restored workflows are disabled by default and must be manually enabled.
  • Only app administrators and developers can delete or restore workflows.

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