Manage Workflow

Managing Workflow

Quick links

How do I edit a workflow?

  1. Click the Automation tab and select Workflow. A page displaying all your workflows will appear.
  2. Mouse over the workflow you wish to edit. Click the Edit icon in the far-right corner.

You can also edit a workflow by navigating to its Details page and selecting the Manage Workflow button in the top-right corner and choosing Edit from the drop down options.

Note: You can edit a workflow only when in draft; a workflow once activated cannot be edited.

How do I clone a workflow?

  1. Click the Automation tab and select Workflow. A page displaying all your workflows will appear.
  2. Mouse over the workflow you wish to clone. The Clone icon will appear in the far-right corner. On clicking this icon a clone of the workflow will be created which can later be edited the way you want to.

You can also clone a workflow by navigating to its Details page and selecting the Manage Workflow button in the top-right corner and choosing Clone from the drop down options.

How do I stop a workflow from processing on new subscribers? 

Freeze the running workflow to stop it from processing on new subscribers. Actions will be performed on the subscribers who had entered the workflow before you freeze the workflow.
To do this:

  1. Click the Automation tab and select Workflow. A page displaying all your workflows will appear
  2. Click the workflow you wish to freeze.
  3. Click Freeze in the top-right corner.

Click Resume button in the top-right corner of the page if you want to resume the workflow. 

How do I shut down a workflow?

Shut Down a frozen workflow if you need to stop a workflow from processing any subscribers (even those subscribers who have already entered the workflow).
  To do this: 

  1. Select Automation tab and click Workflow. A page displaying all your workflows will appear.
  2. Click the workflow you wish to shut down.
  3. Click Manage Workflow in the top-right corner and select Shut Down.

For a safe shut down, you can freeze the workflow and wait for it to perform actions on the subscribers who have already entered the workflow, and then shut it down. 

How do I delete a workflow?

A running workflow cannot be deleted. You need to shut the workflow down before you delete it. 
To do this: 

  1. Select Automation tab and click Workflow. A page displaying all your workflows will appear.
  2. Click the workflow you wish to delete.
  3. Click Manage Workflow in the top-right corner and select Shut Down if the workflow is not shut down.
  4. After the workflow is shut down, click Manage Workflow in the top-right corner and select Delete

How do I group my workflows?

For easy handling of your workflows, you can group them and put them into folders. You can create the folders from the My Workflow page. Create new workflows within a folder or move workflows to one. You can also delete or edit a folder.

Workflow status

  1. Active: When you activate the workflow and the workflow is running.
  2. Completed: When the process of the workflow has been completed. Only one-time workflows fall under this category. 
  3. Draft: When you save your workflow as draft for use in the future.
  4. Frozen: When you manually freeze an active workflow.
  5. Shutdown: When you manually shut down a workflow.
  6. Stopped
    Actions defined in your workflow might stop due to the following reasons:
    • The list that you've associated with the workflow may have been deleted. This does not apply to activity-based workflows.
    • If the action is 'Add to another list', the target list (i.e. the list you've selected to add the subscribers to) may have been deleted.
    • If the action is 'Push to Zoho CRM', the custom field mapped to Zoho CRM may have been deleted.
    • If the action is 'Update fields', the custom field to be updated may have been deleted.

    If all actions defined in the workflow have stopped, the workflow will be stopped. If not, the workflow will remain active, performing the active actions. Once stopped, a workflow cannot be activated. 

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