# Publishing Workflows

A workflow has two states: **Draft** (work-in-progress, not visible to users) and **Published** (live). The four row actions on the Workflows page move workflows between those states or duplicate / delete them.

## Status at a glance

| Status        | Who can see the workflow                     |
| ------------- | -------------------------------------------- |
| **Draft**     | Only Client Admins, in the Workflow Builder. |
| **Published** | Live for any user with the assigned role.    |

Only **one Published workflow per role at a time**. Publishing a draft auto-sets the previous Published version (if any) to Draft.

## Available actions by status

| Status        | Actions on the row                                                      |
| ------------- | ----------------------------------------------------------------------- |
| **Draft**     | **Publish** · **Copy** · **Delete** (Delete only on non-default drafts) |
| **Published** | **Set as Draft** · **Copy**                                             |

## Publish a workflow

{% stepper %}
{% step %}

### Open Workflow Builder

Click **Workflow Builder** in the sidebar.
{% endstep %}

{% step %}

### Find the workflow

Look in the entity-type group for the role. The workflow shows **Draft** in the Status column.
{% endstep %}

{% step %}

### Click Publish

The button is in the Actions column. Status flips to **Published** immediately — no confirmation dialog.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
Users may need to refresh their browser to pick up the very latest version. Most navigations refresh the workflow automatically.
{% endhint %}

## Set a published workflow back to Draft

Click **Set as Draft** in the Actions column. The workflow becomes invisible to end users immediately — they lose access until you publish again or publish a different workflow for the role.

Use this when you need to take the live experience offline temporarily, or when you want to make significant changes before re-releasing.

## Copy a workflow

The **Copy** action duplicates a workflow into a new Draft. Use it for:

* Experimenting with changes without affecting the live version.
* Building a variant of an existing workflow.
* Testing a new layout side-by-side with the current one.

A confirmation dialog appears: *Copy Workflow — Are you sure you want to copy this workflow? A new workflow will be created as a copy of the selected one.* Click **Copy** to confirm. The new workflow appears in the same entity-type group as a Draft.

## Delete a workflow

Only available on **Draft** workflows that aren't defaults. To delete a Published workflow, **Set as Draft** first.

Confirmation dialog: *Are you sure? This action cannot be undone. This will permanently delete the workflow for {role}.*

Before deleting:

* Confirm no users are currently relying on the workflow's role.
* Consider keeping it as Draft instead — it's free to leave around and can be re-published.

## Making changes after publishing

Two patterns:

* **Edit live.** Open the published workflow, change modules or settings, save. Changes reach users on next navigation.
* **Branch and swap.** Click **Copy** to create a Draft, edit and test the copy, then **Publish** the copy. The old version auto-becomes Draft. This is safer for big changes.

For changes inside a single page, just open the module and use the Page Builder — the page becomes part of the live workflow on save.

## What success looks like

* Status badge on the row matches what you intended.
* Active Workflows in the sidebar reflects the change (Published workflows appear, Drafts disappear).
* A test user with the assigned role sees the right experience.

## Common issues

* **Published the wrong workflow by mistake** — set the wrong one to Draft, then Publish the right one. Brief downtime while neither is live.
* **Delete button missing** — the workflow is either Published (Set as Draft first) or it's a default workflow (defaults can't be deleted).
* **Copy didn't show up** — the new copy lands in the same entity-type group. Scroll if your list is long, or refresh.

## Related

<table data-view="cards"><thead><tr><th></th><th></th><th data-hidden data-card-target data-type="content-ref"></th></tr></thead><tbody><tr><td><strong>Workflow Builder</strong></td><td>The Workflows page where these actions live.</td><td><a href="/pages/mLgK2JGhOVvPaMyi0m1U">/pages/mLgK2JGhOVvPaMyi0m1U</a></td></tr><tr><td><strong>Active Workflows</strong></td><td>The sidebar group of currently Published workflows.</td><td><a href="/pages/qnQ3PwOBvOrT2nKQqt0g">/pages/qnQ3PwOBvOrT2nKQqt0g</a></td></tr><tr><td><strong>Assigning Workflows</strong></td><td>Link a workflow to a role and assign that role to users.</td><td><a href="/pages/I8V6XFZwzQlYGPl43AY0">/pages/I8V6XFZwzQlYGPl43AY0</a></td></tr></tbody></table>


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