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Making Changes to Workflows

Making Changes to Workflows

Updated March 19, 2024

The ability to make changes to processes over time, to continually improve them as you need, gives your business a great deal of agility and flexibility.

That’s why Process Street allows you to quickly edit your workflows and update active workflow runs with just a few clicks.

Your team can continue working on the tasks you’ve assigned to them without missing a beat since those updates are published straight away.

Users: In order to edit workflows, you must be an Administrator or a Member who has been given ‘edit’ access by your Administrator.

You don’t need to worry about building perfect workflows straight out of the gate since you can build minimum viable versions and then iterate on them as many times as you need.

Workflow editing examples

  • You need to collect some additional documents from your new hires. You add some file upload form fields to your employee onboarding process which enables them to add those documents into the workflow run they are already working on.
  • You want to ensure that you keep a record of calls from your new customer onboarding process. You add a new task into your workflow with a website form field to store the link to the call and a long text form field to allow you to capture and refer back to notes at a later date.
  • You just recorded a video showing your customer success team how to process tickets in your new support desk software. You upload the video to your ticket handling process which allows your team to immediately watch the video and follow the steps.

How do I edit workflows?

Start from your library and search for your workflow there, then click the Edit button next to its name to go straight to the workflow editor. You can identify this by the dark focus bar at the top of your screen.

If you have a lot to choose from, use the search box at the top right of your screen to find the one you’d like to make changes to and click the eyeball icon to preview the workflow, then click Edit.

Add more features & functions

You can add all sorts of useful components to your workflows. Follow the links below to find out how to add these widgets:

And how to add these powerful features, to make your workflows truly dynamic:

Removing items

Don’t forget that if you remove anything from your workflow when editing it and then publish the changes, this will impact any active workflow runs you have, as soon as they are updated.

Before publishing your changes, think about how your changes might impact dynamic features like conditional logic, role assignments, or dynamic due dates .

Auto-save in edit mode

Any changes you make to your workflow when editing will auto-save while you work, so don’t worry if you have to step away, you can come back and finish making changes, then publish them when you’re done.

Note that if you step away without publishing your changes, these will not push through to workflow view mode, or any active workflow runs until you click “Publish”.

Publishing changes to your workflow

Once you have finished editing, click “Publish” in the top right corner of your screen to push your changes live, as shown below.

Revert to an earlier version of your workflow

In a workflow, if you’ve published changes but no longer want them and you haven’t updated your workflow runs to the latest version, you can revert them.

You can do this from the workflow activity feed. This is an audit log of the changes made to your workflow, including when a workflow run was assigned, updated, or deleted. This is different from the one in your organization settings area.

When viewing your workflow, click the meatball menu and click Activity. Scroll to the version you’d like to revert to and click Restore.

Updating active workflow runs

Now for the really powerful part of making changes to workflows, you can push those changes immediately to your active workflow runs.

You can choose to update all active runs at once or let users update each run manually. If you don’t want your team to update each run manually, you can disable the ‘Update to latest‘ alert.

Note: If you click the “Discard” button in the focus bar, this removes any of the fields, tasks, or headings you added or changed since the last time you saved your workflow.

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