Once a workflow is published, it becomes live—meaning it’s active and ready to run based on its on its set conditions and steps. At this stage, the workflow is locked to prevent direct edits, since changes could disrupt ongoing processes or create inconsistencies in results. The only action you can still perform is using the ‘Edit recipients’ option to update who the workflow is sent to.
However, if you need to make updates—such as adding new fields or deleting workflow steps—you can simply duplicate the existing workflow.
The duplicated version allows full editing access, and all previously entered information will be preserved and carried over.
Follow these steps to update a published workflow:
1. Go to the relevant workflow
From the main menu, hover over the Communications module and select Workflows.
2. Click the three-dot menu (⋮) and select "Duplicate"
On the workflows page, find the workflow you want to update. Click the three-dot icon in the top-right corner and select Duplicate. This will create a copy of the original workflow.
3. Make the required changes and Save
In the duplicated workflow, add any new fields or make other required updates. Once done, click Save.
4. Pause the original workflow
Return to the original workflow and Pause it to prevent further submissions. Don’t worry—any information previously submitted by employees will be retained.
5. Publish the updated workflow
Open the duplicated (updated) version and Publish. Employees who have already completed the original workflow will only need fill in the new fields you’ve added, while those who haven’t can simply continue where they left off.
This method ensures your workflows stay up to date without losing any valuable information or disrupting employee progress.
Note: If you delete a workflow, all associated data—including any responses submitted by employees—will be permanently removed. This action cannot be undone, so be sure to export or back up any important information before proceeding.
If you have any questions or need assistance, don’t hesitate to contact us via the Support Chat. We’re here to help!