Overview

Each time you save and publish a workflow edited in the visual workflow builder, the system creates a new version of that workflow. These published and versioned workflows are managed using the Manage Published function in the visual workflow builder.

In the workflow modeller, you have complete control over different versions of your workflows. Here’s what you can do with each version:

• Decide if the version should be applied to workflows that are already running. This will update the workflows while they’re still in progress, which is generally best for minor tweaks.
• Choose if the version should be used for new workflows. This lets you update your workflow design and roll out the changes without affecting workflows that are already in action.

We also suggest designing your workflow processes in a way that minimises disruptions when changes are needed. Instead of having one big workflow, break it down into several smaller workflows that work together. This way, you can tweak one part without affecting the rest of the process.

Manage Workflow Versions

To create a version of a workflow in the visual workflow builder, follow these steps:

1. Create a Workflow: Begin by building your workflow in the visual workflow builder using the available toolbox blocks and options.
2. Save and Publish: Once the workflow is designed, click Save and Publish in the menu bar. This action will save your workflow and open the Publish Version pane, where you can enter details about this published version.
   

Remember to check what versions already exist and use distinct version labels. Describe each version clearly.

To view all versions of the workflow, click Manage Published in the menu bar. This will display the published versions page, where all versions of the workflow are available for review and management.

The actions menu (burger menu) of each version allows you to roll back to that version or delete it.

Visual Workflow Modeller Global Feature

The feature has a switch to always use the latest saved version of a workflow which effectively overrides the versioning. If you want to use workflow versioning, you must turn this off.

Review

The visual workflow builder is a handy tool for managing different versions of your workflows. Every time you save and publish a workflow, a new version gets created, giving you the flexibility to update and tweak things. You can decide if updates should apply to workflows already in progress or just new ones, which is great for making minor changes. To keep things running smoothly, it's a good idea to break down big workflows into smaller parts. The Manage Published feature lets you easily see all your workflow versions, roll back to previous ones, or delete them if needed.