Manage Workflows

Last Updated: May 14, 2026

You can manage Business Process workflows on the Workflow: Business Process page. Create, copy, edit, delete, preview, share, initiate, and end workflows all from this page.

Requirements

Review the Business Process Workflow Requirements before configuring this feature.

Business Process Workflow Details

The Workflow: Business Process page has the following:

+ New Workflow: Select this button to create a new workflow.
Workflows: Select this tab to view existing workflows.
Active: Select this tab to view in-progress workflows.
Completed: Select this tab to view workflows that are completed, rejected, or terminated.

Preview a Workflow

To view the workflow steps in the workflow designer, complete the following:

Select the More menu next to the workflow.
Select Preview.

Copy a Workflow

When a workflow is published and in use by being assigned at least once, the workflow can no longer be edited. Instead a copy of the workflow can be made so that changes can be made without affecting workflows in progress.

To copy a workflow, complete the following:

Select the More menu next to the workflow.
Select Make a Copy.

Edit a Workflow

To edit the workflow steps in the workflow designer, complete the following:

Select the More menu next to the workflow.
Select Edit.
Change the workflow as necessary. For more information on editing workflows, see Build a Workflow.

This option is only available when the workflow is in Draft status. To change a workflow status to Draft from Published, see Unpublish a Workflow.

Share a Workflow

For a user other than the workflow creator to manage a workflow, you must assign them a role for the workflow.

Do the following to assign a role to a user for a specific workflow:

Select the More menu next to the workflow.
Select Share.
Select the + Add User button.
Search for and select the user in the Name field.
Select a role for the user from the Access menu:
1. Owner: Grants the user full control over the workflow.
2. Editor: Grants the user the Start Workflow, Preview, Unpublish, and Share options.
3. Viewer: Grants the user the Start Workflow and Preview options.
Select Save.

Delete a Workflow

To delete a workflow, complete the following:

Select the More menu next to the workflow.
Select Delete.
In the Delete this workflow? modal, select Delete.

Delete Multiple Workflows

You can delete one or more workflows by selecting the checkbox next to it and selecting the Delete button or the Delete option from the More menu .

You can delete only a draft workflow or a published workflow that has not been started.

Start a Workflow

There are multiple ways to configure a workflow to start. To start a workflow, see Start a Workflow

This option is only available after a workflow has been published. To publish a workflow, see Save and Publish the Workflow

A published workflow that is initiated by external actions does not have the Start Workflow option. To initiate this type of workflow, assign the form to a user.

Unpublish a Workflow

To remove the published status from a workflow, complete the following:

Select the More menu next to the workflow.
Select Unpublish.

This option is only available if a published workflow has never been assigned to a user.

To make edits to a workflow that has already been assigned to users, best practice is to make a copy of the workflow and edit the copy.

Stop a Workflow

To stop a workflow that is in progress, complete the following:

Select the Active tab.
Select the More menu next to the workflow.
Select Stop.
In the Are you sure you want to stop this workflow? modal, select Stop.

This option is only available for instances of workflows that have already been started.

View a Workflow's History

To view the history of a workflow, complete the following:

Select the Active tab.
Select the More menu next to the workflow.
Select Preview.

This option is only available for instances of workflows that have already been started and had an action be taken.

Next Steps

Refer to the following: