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Workflow Versioning

Overview​

The system uses versioning for Workflows to ensure that ongoing submissions continue to follow their original approval process even when you make changes to the Workflow. When you edit a published Workflow that already has active submissions, instead of overwriting the original, the system creates a new version while keeping the previous version intact.

How Workflow Versioning Works​

When Versioning Happens​

Workflow versioning is triggered when you edit a published Workflow that already has dependencies (active submissions or other related data):

  1. New Version Creation: The system automatically creates a new version of your Workflow instead of modifying the existing one
  2. Draft Status: The new version starts as a "Draft" - it won't be live until you publish it
  3. Previous Version Protection: The original Workflow version remains unchanged and continues to process any ongoing submissions
  4. Version Numbers: Each version gets an incremental number (1, 2, 3, etc.)

When Versioning Doesn't Happen​

  • Draft Workflows: If you're editing a Workflow that's still in draft status, no new version is created
  • No Dependencies: If the published Workflow has no active submissions or dependencies, you can edit it directly
  • Version Control Disabled: If your administrator has disabled version control system-wide

What Happens to Ongoing Submissions​

During Workflow Editing​

When you have active submissions and edit a Workflow:

  • Active submissions continue to follow the previous version of the Workflow
  • New submissions (after you publish the updated version) will follow the new version
  • All current approvals, tasks, and processes continue uninterrupted using the original Workflow structure

Example Scenario​

  1. You have a "Purchase Request Workflow" (Version 1) with steps: Manager Approval → Finance Approval → Final Approval
  2. Currently, 25 submissions are at various stages of this process
  3. You want to add a new step "Budget Verification" between Manager and Finance approval
  4. When you edit and save, the system creates "Purchase Request Workflow" (Version 2) as a draft
  5. The 25 existing submissions continue following the original 3-step process (Version 1)
  6. After you publish Version 2, new submissions will follow the updated 4-step process

Workflow Version Management​

Viewing All Versions​

You can see all versions of your Workflows:

  • Navigate to the Workflow you want to check
  • Look for a "Versions" link or option
  • This displays all versions with their details:
    • Version number
    • System name
    • Status (Published, Draft, Pending Approval, Rejected)
    • Last update date
    • Number of submissions using that version

Understanding Version Status​

  • Published: The live version that new submissions will use
  • Draft: A version that's being worked on but not yet live
  • Pending Approval: A version waiting for administrator approval (if approval process is enabled)
  • Rejected: A version that was rejected during the approval process
  • Unpublished: Previous versions that are no longer active but still process existing submissions

Publishing a New Version​

When you're ready to make your new Workflow version live:

  1. Complete your edits in the Draft version
  2. Test the Workflow flow thoroughly
  3. Click "Publish" on the draft version (may require approval depending on your system settings)
  4. Once approved/published, the new version becomes active for new submissions
  5. Previous published version automatically becomes inactive for new submissions but continues processing existing ones

Key Benefits​

Process Integrity​

  • Ongoing approval processes remain uninterrupted
  • No risk of breaking active submission workflows
  • Complete audit trail of workflow changes
  • Approvers can continue processing existing requests without confusion

Seamless Operations​

  • Users don't experience any disruption in their submission process
  • Approvers see consistent workflow steps for submissions they're already processing
  • New improvements are available for new submissions without affecting ongoing ones

Flexibility​

  • Make process improvements without worrying about disrupting active approvals
  • Easy to track what changed between workflow versions
  • Ability to reference previous workflow structures if needed

Best Practices​

Planning Workflow Changes​

  • Think through the impact of changes on current and future submissions
  • Consider how changes might affect approvers and their current tasks
  • Plan changes during periods of lower submission activity when possible

Testing Workflow Changes​

  • Use the Draft status to thoroughly test your workflow changes
  • Verify all approval paths work correctly
  • Test different scenarios and edge cases before publishing

Communication​

  • Inform approvers about upcoming workflow changes
  • Provide clear documentation of what's changing and when
  • Consider training if workflow changes are significant

Version Management​

  • Keep track of what changes were made in each version
  • Document the reasons for workflow changes
  • Regularly review workflow versions to understand current active processes

Important Notes​

  1. Automatic Process: Versioning happens automatically when editing published workflows with dependencies
  2. No Process Interruption: Active submissions never switch to new workflow versions mid-process
  3. No Data Loss: Previous versions and their submissions are never deleted
  4. Version Control Setting: Your administrator controls whether versioning is enabled system-wide
  5. Dependencies Check: The system automatically detects if a workflow has active submissions or other dependencies

Approval Workflow for New Versions​

If your system has workflow approval enabled:

  • New workflow versions may require administrator approval before publishing
  • Draft versions remain in "Pending Approval" status until approved
  • Rejected versions can be edited and resubmitted for approval
  • Only approved versions can be published and become active

Troubleshooting​

Why Can't I Edit My Workflow Directly?​

If your Workflow is published and has active submissions, the system protects process integrity by creating a new version instead of allowing direct edits.

Where Are My Ongoing Submissions?​

Ongoing submissions always remain with the Workflow version they started with. They continue following the original process until completion.

Why Is My New Version Not Live?​

Check if your new version requires approval. Look for "Pending Approval" status and contact your administrator if needed.

Can I Delete Old Workflow Versions?​

Generally, you cannot delete Workflow versions that have active or completed submissions, as this would break audit trails and process integrity.

This versioning system ensures that your Workflows can evolve and improve while maintaining the integrity of all ongoing approval processes and submissions.