Manage Workflows

Last updated 5 days ago

This guide covers the day-to-day tasks you may need to perform after a workflow has been created: viewing and searching your workflows, editing a workflow, running one manually, reviewing its run history, and archiving it when it is no longer needed.

Before you begin

You need at least one workflow in your account to follow this guide. If you have not created one yet, see Create a Workflow.

View your workflows

The Active Workflows list shows all workflows in your account along with their current status, trigger type, and run count.

  1. Open Automation from the main navigation sidebar.

  2. Under the Workflows heading in the sidebar, click Active Workflows.

The list displays each workflow with its name, description, Auto Run status (Enabled or Disabled), trigger type, number of runs, any assigned tags, and the date it was last updated. Archived workflows are not shown in the main list but can be found under the Archived tab.

Search and filter the workflow list

When your account has many workflows, you can search by name or use the filter to narrow the list.

  1. On the Active Workflows page, type a workflow name or keyword into the search bar.

  2. Click Search to apply the search.

  3. To filter the list, click the filter icon to the left of the search bar. A Search Facets panel opens on the left. Expand any of the three filter fields to narrow results:

  • Auto Run: filter by Enabled or Disabled status

  • Trigger: filter by trigger event type

  • Tags filter by tags assigned to workflows

To clear the search and return to the full list, remove the text from the search bar and click Search again.

Edit a workflow

Use the Edit Workflow option to open a workflow in the Workflow Builder and make changes to its nodes or trigger event.

  1. On the Active Workflows page, find the workflow you want to edit.

  2. Click the three-dot Actions menu at the right end of the workflow's row.

  3. Click Edit Workflow. The Workflow Builder opens with the workflow's current canvas.

  4. Make your changes. Add, configure, or delete nodes as needed.

  5. Click Save to save your changes.

✏️ Contacts with runs already in progress continue using the version of the workflow they started with. Changes you save take effect for new runs triggered after the update.

Enable or disable Auto Run

The Auto Run setting controls whether a workflow runs automatically whenever its trigger event fires. Workflows with Auto Run set to Enabled start a new run for every contact that matches the trigger. Workflows set to Disabled do not start runs automatically, but can still be triggered manually.

Auto Run is toggled from within the Workflow Builder.

  1. On the Active Workflows page, find the workflow you want to update.

  2. Click the three-dot Actions menu and click Edit Workflow. The Workflow Builder opens.

  3. Click the settings gear icon in the canvas toolbar. The Workflow Settings panel opens on the right.

  4. Click the Auto Run toggle to enable or disable it.

  5. Click Save. The Auto Run status on the Active Workflows list updates to reflect the change.

Trigger a workflow manually

Use the Trigger Run option to start a workflow run for a specific contact without waiting for the trigger event to fire automatically. This is available for all workflows, including those with Auto Run set to Disabled.

  1. On the Active Workflows page, find the workflow you want to run.

  2. Click the three-dot Actions menu at the right end of the workflow's row.

  3. Click Trigger Run. The Trigger Workflow Run dialog opens.

  4. Use the Search contacts bar or scroll the list to find the contacts you want to run the workflow for. Click Select next to each contact. You can select up to 50 contacts at a time.

  5. Click Trigger Run at the bottom of the dialog to start the run.

✏️ If the workflow uses an event-based trigger, a warning appears in the dialog explaining that running it manually may cause failures if the workflow depends on event data that will not be available. Review the warning before proceeding.

💡

  • You can schedule a run for a future time by clicking Schedule Run instead. Both options are available in the same Actions menu.

  • You can also trigger a workflow for a single contact directly from the contact's record or from the Conversations view. Open the contact or conversation, locate the workflow option in that view, and follow the same steps to select and trigger the workflow.

View run history

The Run History view shows a record of every time a workflow has been triggered, including the result of each run and a step-by-step activity log.

  1. On the Active Workflows page, find the workflow whose history you want to review.

  2. Click the three-dot Actions menu and click View Runs.

✏️ To view all runs, access Run History in the sidebar under Automation > Workflows.

Each run in the list shows its status, the trigger that started it, the start and end times, and the duration. Click a run to open its detail view:

  • The Summary tab shows the run metadata

  • The Activity History shows each node executed in order, with timestamps.

The canvas on the right side of the detail view shows the workflow diagram with each node marked according to its status:

  • Completed (green): the node executed successfully.

  • Running (blue): the node is currently executing. Visible on runs that are still in progress.

  • Not taken (muted): the node was not reached during this run, typically because the workflow followed a different Paths branch.

An active run can have one of the following statuses: Completed, Canceled, or Running.

Archive a workflow

Archiving a workflow removes it from the Active Workflows list and stops it from running for new trigger events. Archive a workflow when it is no longer needed, but you want to keep a record of it rather than deleting it.

  1. On the Active Workflows page, find the workflow you want to archive.

  2. Click the three-dot Actions menu at the right end of its row.

  3. Click Archive Workflow. The workflow moves to the Archived tab.

To view archived workflows, click the Archived tab at the top of the Active Workflows page.

To restore an archived workflow to the active list:

  1. Click the Archived tab at the top of the Active Workflows page.

  2. Find the workflow you want to restore. Click the three-dot Actions menu at the right end of its row.

  3. Click Restore Workflow. A confirmation dialog appears.

  4. Click Continue. The workflow moves back to the active list with Auto Run set to Disabled.

After restoring, enable Auto Run in the Workflow Builder to run the workflow automatically again.

Related articles

Now that you know how to manage workflows, check these related articles to make the most of this feature.

  • Create a Workflow: Build a new workflow from scratch, from choosing a trigger event to saving and activating it.

  • Workflow Node Reference: Look up what each node type does and what configuration options are available.

  • Workflows in Subflow: Review the concept overview to understand how workflows are triggered and how they relate to care plans.