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Making Changes to Workflows

Making Changes to Workflows

Updated April 4, 2023

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 Full 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 in 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, or 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.

Click your workflow’s name and click “Edit” from the top of your screen, this takes you into edit mode, which you can identify by the dark bar at the top of your screen.

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 may impact any active workflow runs you have.

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

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 off 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.

Revert to an earlier version of your Workflow

On workflows, this works if you’ve published changes but you no longer want them, and you haven’t updated your workflow runs to the latest version.

You can revert to an earlier version of that Workflow from its activity feed (the activity feed on the workflow, not in the organization settings area).

When viewing your Workflow, click the meatball menu and click Activity.

Scroll to the version you’d like to revert back 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.

Click “Don’t Update” if you’d prefer to update workflow runs one at a time.

Note: If you click the three dots next to the publish button and select “Discard” 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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