Manage published workflows

Admins manage published workflows, including viewing, editing versions, and enabling/disabling them via Admin Center for operational control

Updated over a week ago

As a Yeeflow administrator, you may need to manage the workflows that have been published by your organization. You can do this from the Yeeflow admin center, where you can view all the published versions of workflows, export the workflow definitions, or override the latest version with previous versions. In this article, we will show you how to access and perform these tasks on the published workflows.

View published workflows

To view and manage published workflows, firstly login to Yeeflow with the system admin account, then go to the Admin center. From the left navigation panel click to expand the "Workflow settings", and click "Published workflows":

Or login to Yeeflow with the application admin account, then click the " Gear" icon to enter the App Settings page. From the left navigation panel click to expand the "Workflow settings", and click "Published workflows":

You can see all the published workflows here. You can filter the records with status, workflow name, and workflow ID.

Here are the key properties show on this list:

  • Workflow name: the name of each workflow which is defined in workflow definition.

  • Workflow ID: the unique identifier of each workflow which is defined in workflow definition.

  • Current version: the latest version number of the published workflow. Each time when you re-publish the workflow definition, a new version will be generated automatically.

  • Published by: the user who published the latest version.

  • Published time: the time when the latest version is published.

  • Status: the current status of this published workflow, which can be Enabled or Disabled. You can click the toggle to change the status each published workflow.


1. You can only change the status for workflows of approval forms. You can NOT change the status for workflows of data lists.
2. Once a published workflow is disabled, users are not able to submit new request. The currently running workflow will still work without any effects.

You can filter the list based on application by clicking the "All applications" dropdown list. and select applications under each workspace.

View details of published workflows

From the list of published workflows, clicking the workflow name will open this detail page of each published workflow.

  1. Status: identify the current status of this published workflow. You can toggle on/off to enable or disable this workflow.

  2. Version number: show the version number of the current published workflow. You view the previous versions of this published workflow by selecting from the dropdown list.

  3. Export and override:

    • Clicking the "Export the workflow definition of current version" hyperlink to download a copy of the selected version's workflow definition.

    • Clicking the "Use current version to override the workflow definition" hyperlink to replace the workflow with the selected version.

  4. Flow chart: check the workflow diagram of the current version's workflow definition.

  5. Workflow instances: show a list of all the workflow instances of the current version. You can switch the version number form the top right dropdown list to view different version's workflow instances.

Upgrade or downgrade the version of workflow instances

You can upgrade or downgrade the existing workflow instances from the "Workflow instances" tab of the published workflow detail page.

Change version of a workflow instance

To change the version of a workflow instance, next to each workflow instance in the list, you will find a "More Settings" button ( represented with three dots icon). Click on this to open a drop-down menu.

In the drop-down menu, select "Change Version". This will open a pop-up window where you can change the version of the workflow instance.

In the "Change Version" window, you will see the current version of the workflow instance displayed on the left. On the right, you will find a drop-down list of available versions. Select the version you want to change to from this list.

Once you've selected the desired version, click the "Submit" button to implement the change. The workflow instance will now run on the new version.

Change version of multiple workflow instances

If you want to change the version of multiple workflow instances at once, simply select the desired instances from the list, then click on the "Change Version" button at the top-right of the list. This allows you to manage version changes in bulk.

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