Once you’ve set up a workflow, the next step is to publish it so it can start running in production. From that point on, you can also activate or deactivate it as needed by your organization.

• Publishing a workflow moves it from Draft status to the production environment. Once published, the workflow can never return to Draft status.

  To publish a workflow, the "Publish" button must be enabled in the Workflow Builder. This only happens when the following requirements are met:

  • The trigger is defined.
  • The workflow has at least one action configured.
  • All workflow components are complete and have no pending errors.

  Logic components like Branches are not considered actions. The workflow must have at least one action (approval, status update, or follow-up task) to be published.

  Once you click "Publish", the workflow automatically moves to Active status and starts running every time the trigger conditions are met.

• Deactivating a workflow lets you pause it temporarily without losing its configuration. The workflow moves to Inactive status and will not run even if the trigger conditions are met.

  To deactivate a workflow, you can do it in two ways:

  • From the Workflow Builder: using the toggle next to the workflow name.
  • From the Workflow Panel: by selecting "Deactivate" from the options menu (three dots icon) in the corresponding row.

• To reactivate a workflow that is Inactive, you can do it in two ways:

  • From the Workflow Builder: using the toggle next to the workflow name.
  • From the Workflow Panel: by selecting "Activate" from the options menu (three dots icon) in the corresponding row.

  When you reactivate the workflow, it immediately returns to Active status. Requests started while the workflow was inactive will not be processed retroactively, but new ones will trigger the workflow.

• When you edit a workflow that has already been published (whether Active or Inactive), changes are not saved partially. They are only applied when you click the "Update" button, which is only enabled when all workflow components are properly configured.

  If you leave the Workflow Builder without updating, any changes you made will be lost.

  For an Active workflow:

  • New runs will use the updated version of the workflow.
  • Ongoing runs will continue with the previous version and won’t be affected.

For a detailed explanation of what each status means and how they differ, see:

• Workflow statuses: Draft, Active, and Inactive