The Workflow Definitions section displays all the workflows created within a system, whether in draft or published status. You can search for workflows by name and perform actions like edit, publish, un-publish, and delete.

You can not modify or delete out-of-the-box (OOTB) workflow definition.

To edit workflow definition

  1. Go to the Workflows listing.
  2. Search for a workflow definition by entering its name.
  3. Click the definition name link in the list, or click the More () icon at the beginning of the record, and then click Edit.
    • Setup pane: Modify workflow activities.
    • Settings pane: Edit workflow details and manage variables. To learn more about adding variables, see Creating Workflows.
    • Instances pane: Manage workflow instances. To learn more about workflow instances, see Working with Workflow Instances.
  4. Click Publish. A confirmation message appears. Click Yes, Publish. A success message appears.

An updated workflow version is created.

To publish workflow definition

  1. Go to the Workflows listing.
  2. Search for a workflow definition by entering its name.
  3. You can publish a workflow draft in two ways:
    1. Go to Actions column and click the Publish button.
    2. Click the definition name link in the list, or click the More () icon at the beginning of the record, and then click Edit. The Setup pane appears. Click Publish.
  4. A confirmation message appears. Click Yes, Publish. A success message appears.

If the trigger meets the defined criteria, the workflow will be executed for that context.

You can publish a draft version of the workflow definition.

Publishing a workflow activates it. Similarly, you can deactivate a workflow by unpublishing it, returning it to draft status.

To export the workflow definition

  1. Click the workflow definition name link in the list. The Setup pane appears.
  2. Click the More () icon, and then select Export.

A workflow definition is exported in JSON format.

To import the workflow definition

  1. Click the workflow definition name link in the list. The Setup pane appears.
  2. Click the More () icon, and then select Import.
  3. Browse for the workflow definition file in JSON format and click Open.
    A confirmation message appears and the newly imported workflow activities will be visible on the pane.
  4. Click Publish. A confirmation message appears. Click Yes, Publish. A success message appears.

To delete the workflow definition

  1. Click the More () icon at the beginning of the record, and then click Delete.

  2. A confirmation message appears. Click Yes, Delete.