Manage Workflows

Last Updated: September 08, 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 these Requirements before you start.

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.

Vasion Automate showing Workflow: Business Process page, Workflows tab, and published and draft workflows.

Start a Workflow

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

This option is available only after a workflow is published. To publish a workflow, refer to Save & 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.

Preview a Workflow

To view the workflow steps in the workflow builder, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Preview.

Workflow: Business Process page showing Workflows tab, expanded More menu, and Preview option.

Rename a Workflow

To rename a workflow, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Rename.
  3. Enter a new name in the Workflow Name field.
  4. Select Rename.

Rename Workflow modal.

Copy a Workflow

After a workflow has been published and assigned at least once, you cannot edit it. Instead, make a copy of the workflow, and edit the copy.

To copy a workflow, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Make a Copy.

Workflow: Business Process page showing Workflows tab, expanded More menu, and "Make a Copy" option.

Edit a Workflow

To edit the workflow steps in the workflow builder, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Edit.
  3. Change the workflow as necessary. For more information on editing workflows, refer to Build a Workflow.

Workflow: Business Process page showing Workflows tab, expanded More menu, and Edit option.

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

Unpublish a Workflow

To remove the Published status from a workflow, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Unpublish.

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

Workflow: Business Process page showing Workflows tab, expanded More menu, and Unpublish option.

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

Share a Workflow

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

To assign a role to a user for a specific workflow, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Share.
  3. Select the + Add User button.
  4. Search for and select the user in the Name field.
  5. 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.
  6. Select Save.

Permission page showing users with Owner, Editor, and Viewer roles assigned.

Delete a Workflow

To delete a workflow, do the following:

  1. Select the More menu More button. next to the workflow.
  2. Select Delete.
  3. In the Delete this workflow modal, select Delete.

Workflow: Business Process page showing Workflows tab, expanded More menu, and Delete option.

Delete Multiple Workflows

To delete multiple workflows, do the following:

  1. Select the checkbox next to each workflow.

  2. Select the Delete button or the Delete option from the More menu More button..

Workflow: Business Process page showing Workflows tab, selected workflow, and Delete button.

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

Stop a Workflow

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

  1. Select the Active tab.

  2. Select the More menu More button. next to the workflow.
  3. Select Stop.
  4. In the Are you sure you want to stop this workflow modal, select Stop.

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

Workflow: Business Process page showing Active tab, expanded More menu, and Stop option.

View a Workflow's History

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

  1. Select the Active tab.
  2. Select the More menu More button. next to the workflow.
  3. Select History.

Workflow history showing Signature Approval step is in progress.

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

History Details

When you select History for a workflow, the Progress Summary panel appears.

This panel shows the workflow steps in chronological order and whether they are complete, in progress, or waiting. Expand a step to view more details. Select Expand All to expand all steps.

For an in-progress workflow, the Progress Summary panel shows a Live indicator and updates in real time. The automatic updates stop when the workflow reaches a Terminate Workflow step.

Progress Summary panel showing complete, in-progress, and waiting steps.

Next Steps

Refer to the following: