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Template Versioning & Activation

Workflow templates have an Active/Inactive state that controls whether new instances can be created from them. Template versioning ensures that changes to a template do not retroactively affect workflow instances already running from a previous version.

Template states​

StateDescription
ActiveAvailable for new instances. Appears in the template selector when starting a workflow.
InactiveUnavailable for new instances. Does not appear in the selector, but existing running instances from this template are not affected.

Activating a template​

A new template starts as Draft (inactive). Before members can create workflow instances from it, you must activate it.

  1. Open the template in the builder.
  2. Review all steps, settings, and conditions.
  3. Click Activate Template.
  4. Confirm the activation.

The template becomes immediately available in the workflow start wizard.

Prerequisites for activation: All steps must have assignees configured (role, specific user, or open assignment). Templates with unassigned steps cannot be activated.

Deactivating a template​

Deactivating a template hides it from the workflow start wizard. Members cannot start new instances from an inactive template.

Deactivation is the correct way to retire a template that should no longer be used — do not delete templates that have been used in production, as that removes the template reference from historical instance records.

  1. Open the template.
  2. Click ⋮ → Deactivate.
  3. Confirm.

Deactivation takes effect immediately. Any instances currently running from this template continue normally — they are not cancelled.

Template categories​

Assign a category to group templates in the workflow start wizard:

Built-in categoriesPurpose
ReviewFeedback and comment rounds
ApprovalFormal sign-off
SubmissionDocument submission to client or authority
InspectionSite or quality inspections
GeneralMiscellaneous routing

Custom categories can be created in org settings. Categories appear as filter tabs in the template selector, making it easier for initiators to find the right template.

How changes affect running instances​

When you edit an active template:

  • Changes are saved to the template immediately.
  • Already running instances continue using the step configuration that was active when they were started. They are not retroactively updated.
  • New instances created after the edit will use the updated template.

This means a template and its running instances can be in slightly different states. The instance detail page always shows the step configuration that was used when that specific instance was created.

tip

If a template change is critical and should apply to running instances (e.g. a step had the wrong assignee), you need to manually reassign those steps on the affected instances rather than relying on the template update.

Template history​

Open any template and click History to see a log of all changes made to it:

  • Who made each change
  • When the change was made
  • A summary of what changed (step added/removed, setting changed, condition updated)

Template history is read-only and cannot be deleted.

Best practices for template management​

  • Version by naming: When a major revision is needed, deactivate the old template and create a new one with a version suffix (e.g. "Document Approval v2"). This preserves the history of old instances while making the new version available.
  • Test before activating: Use the Preview mode to simulate the template against sample metadata before activating. Check that conditional steps behave as expected.
  • Use descriptive notes: Fill in the template's Notes field so initiators understand when to use it vs similar templates.
  • Review annually: Schedule an annual review of all active templates against your current project controls procedures. Deactivate obsolete templates.

What's next​