Manage Workflows in Flow Builder

What Workflow Management controls

Workflow Management is the library of saved workflow designs. Its route is /workflow-management.

The current screen organises workflows using this hierarchy:

Workspace → Application → Page group (when present) → Workflow

It is different from the Workflow area in Applications, which shows running instances and My Tasks. Use Workflow Management when you need to create or change a workflow design; use the Workflow dashboard when you need to follow or act on a running process.

Open Workflow Management

1. Open Applications.
2. Select Flow Builder in the Build actions.

You can also open /workflow-management directly after your workspace address.

If Flow Builder is not visible or the direct route shows Access Restricted, ask an administrator for Flow Builder access.

Read the header

The header shows Workflow Management and the current totals for:

• workspaces containing filed workflows;
• applications containing filed workflows;
• workflows returned by the library.

Two actions appear at the right:

Browse by Workspace and Application

Workspaces

The first level displays a card for each Workspace. A card shows its workflow count, application count, and View apps.

Select a Workspace to open its Applications. Use the breadcrumb above the toolbar to return to Workspaces.

Applications

Each Application card shows how many workflows it contains. Select View workflows to open the workflow list.

An Unassigned card can appear when a workflow has a Workspace but no Application. It is labelled Workspace level. New workflows cannot be created without selecting both a Workspace and an Application, so use this group mainly to identify older records that need attention.

Unfiled workflows

An Unfiled card appears at the end of the Workspace list when older workflows have no Workspace. It shows No workspace set and opens those workflows as one list.

If every saved workflow is unfiled, Workflow Management skips the Workspace cards and displays the flat workflow list with an explanation.

Page groups

After opening an Application, workflows may be grouped under Page headings when existing records contain Page information. Workflows without a Page remain in the Application-level group.

The create screen does not ask for a Page. New workflow designs belong to the selected Application.

Shareable location

The selected Workspace and Application are mirrored in the address using ws and app query parameters. Copy the current browser address when another authorised user needs to open the same location.

Search every workflow

1. Select Search every workflow by name… or press / while you are not typing in another field.
2. Enter part of a workflow name or description.
3. Review the results and their Workspace, Application, and Page path.

Search runs across the complete workflow library, not only the Workspace or Application currently open. The breadcrumb changes to Searching all workflows for…, and the result count updates.

Select Clear, the X inside the search field, or Clear filters to return to the normal hierarchy.

Filter and sort workflows

The filters appear in a workflow list, in global search, or when all records are unfiled.

Draft is not a current filter option. Workflow Management normally receives Active or Inactive from the workflow's enable state.

Understand a workflow row

Each row can show:

On smaller screens, version, date, or the Auto-Sync indicator can be hidden to keep the actions usable.

Create a workflow in the correct destination

The location where you select New Workflow affects the initial metadata form:

• From the Workspace level, that Workspace is preselected.
• From an Application workflow list, both the Workspace and Application are preselected.
• From the root, you select both fields yourself.

Complete Workspace, Application, Workflow name, and the optional Description, then select Continue to Designer. The metadata screen does not contain Version or Status fields and does not use a generic Save button.

See Create or Duplicate a Workflow for the complete procedure and validation rules.

View or edit a workflow

• Select the workflow's main row to open it in View mode in a new tab.
• Select the pencil action to open the same workflow in Edit mode.

View mode is for inspecting the canvas. Use Edit only when you are authorised to change and save the design.

Duplicate a workflow

1. Locate the source workflow.
2. Select Duplicate this workflow.
3. Wait for the metadata screen to suggest a name ending in (Copy).
4. Select the destination Workspace and Application.
5. Use a unique name and select Continue to Designer.
6. Review the copied canvas, triggers, assignees, recipients, credentials, and links before enabling or running it.

The copy becomes an independent workflow. Later edits to it do not update the source workflow.

Delete a workflow

1. Select Delete this workflow on the correct row.
2. Verify the name in the Delete workflow dialog.
3. Read This action cannot be undone.
4. Select Delete workflow.

Deletion permanently removes the workflow design and its saved configuration. Cancel, Escape, or selecting outside the dialog closes it without deleting.

Before deletion:

• check whether anyone still runs or maintains the workflow;
• review any linked Auto-Sync count and open Auto-Sync Rules when necessary;
• duplicate the workflow first if you need a reusable copy;
• use Workflow Database to investigate operational records separately.

If deletion fails, the dialog or page displays the error. Keep the workflow name available and try again after checking the connection.

Empty and error states