How to Manage Your Published Workflows

How to Manage Your Published Workflows

Managing your published workflows effectively is crucial for maintaining an organised and efficient automation process. This guide will walk you through the key features and functionalities available in the platform's published workflows area, helping you monitor, edit, and optimise your workflows.

Getting Started with Managing Your Published Workflows

To start managing your published workflows, navigate to the “Workflows” tab and select the “Published” option. This area provides a comprehensive view of all your active workflows and offers a snapshot summary of each one.

In the published workflows table, you can see a quick snapshot of each workflow. This includes the workflow name, which can be customised in the Journey Builder, the date the workflow was published, the user who created it, and the workflow's current status—whether it is active or archived.

The “Preview” column gives you a visual overview of the workflow, showing how it looks and the elements it includes. 

The “Added” column provides an insight into the number of contacts who have met the criteria for the workflow and have been entered into it since the publish date. 

In the “Active” column, you can see how many contacts are currently processing through the stages of the workflow and have not yet completed the last step or been ejected. 

The “Ejected” column shows the number of contacts who have been removed from the workflow, either because they completed the sequence or met criteria for ejection.

For easy access to return to the workflow canvas and make any necessary alterations, you can use the “View Builder” option. The “Live View” option allows you to quickly see how people are progressing through your workflow in real-time.

Managing Your Workflows

The “Manage” ellipse icon provides several options for managing your workflows. You can edit the workflow’s name and description by selecting the “Edit Details” option, which opens a pop-up window. This feature is particularly useful if the purpose of the workflow changes as new content or stages are added over time.

If a workflow is no longer needed, you can delete it by choosing the “Delete” option. Please be aware that once deleted, the workflow cannot be retrieved. To stop a workflow from progressing any further contacts through it, use the “Stop the Workflow” option. Note that a stopped workflow cannot be restarted, but you can use the duplicate option to create a new workflow with the same settings.

The “Assign to Group” option allows you to categorise your workflows into different groups and sections, providing a clear overview of workflows related to specific categories and helping you identify any automation gaps. Archiving a workflow, available through the “Archive” option, hides it from your active workflow list while keeping it accessible through filters. This helps maintain an updated view of your active workflows.

The “Duplicate” function makes it easy to create a copy of your workflow. Selecting this option redirects you to a duplicated version of your workflow, including all the steps and settings.

To create a new group for organising your workflows, click the “Create a New Group” button in the published area. Grouping workflows together not only organises them but also provides a summarised view of how that journey is performing. This organisation makes it easier to manage your workflows rather than scrolling through a long list.

Filtering your Published Workflows

The published area includes a filtering option. You can toggle the filters switch to start filtering workflows based on their status, owner, and creation date. This makes it easier to find and manage your workflows efficiently.

By using these features, you can effectively manage your published workflows, ensuring they remain organised and functional. The published workflows area offers a range of tools to monitor, edit, and optimise your workflows, helping you maintain a streamlined and effective automation process.