Process Studio - Save/Publish Workflows, Versioning and History Management

  • Updated

Overview

Workflows templates include a versioning system feature that allow users to track changes, prevent data loss, and allow easy rollbacks. 

This includes Autosaves, manual Checkpoints, and Published versions.

Autosave

The system automatically saves your Workflow as you build it, so you don’t need to worry about losing progress.

When Autosave Happens

  • Adding or deleting nodes (tasks, rules, delays).
  • Creating or removing connections between nodes.
  • Tasks and rules are saved only after being named; unnamed items are temporary.
  • Delays are saved immediately.
  • Autosave keeps only the latest working draft.
  • No checkpoints or versions are created during autosave.

Checkpoints

Checkpoints are manual snapshots of your workflow at key moments, capturing: All nodes and connections, its configurations, timestamp and creator user information.

Checkpoints are not published workflows.

Why use checkpoints

  • Allows users saving stable states before major changes.
  • Keep alternative approaches to your Workflow.
  • Test your Workflow changes safely without risk.
  • View a read-only preview.
  • Restore your current draft with the desired checkpoint (unsaved changes are lost).
  • Original Checkpoints remain in history.

Publish Versions

Published versions are validated and fully configured Workflows Templates that are currently ready to trigger Workflow records. Also Multiple versions of Workflows can be managed: This means old records keep running, while new ones use the latest published version.

  1. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click Save As Checkpoint. The Checkpoint was created successfully message is displayed.

    The Checkpoint is created and listed in the Workflow’s Version History. The following information is included: User name, Checkpoint Month DD, hh:mm am/pm, Draft. 

How to Add a Checkpoint in the Workflow Editor

6 STEPS

1. To Add a Checkpoint
In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid.

2. And click Save As Checkpoint.

3. The Checkpoint was created successfully message is displayed.

4. The Checkpoint is created and listed in the Workflow’s Version History

5. The following information is included: User name, Checkpoint Month DD, hh:mm am/pm, Draft.

6. That's it. You're done.

https://www.iorad.com/player/2678329/Process-Studio---Workflows----How-to-Add-a-Checkpoint?iframeHash=watchsteps-1&lang=en



Next step


 How to Publish a Workflow

 

  1. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid, then click Publish Template. If all connections and setups are valid The Workflow was created successfully message is displayed.

  • The Workflow is published and is listed in its Version History. The following information is included: User name, VN (Version V1, V2, V3…) , Month DD, hh:mm am/pm, Published. 

  • The Workflow’s event listeners are activated, allowing Workflow records to run.
  • Once a Workflow starts generating tasks, the assigned users can manage them from Cases workspace > Tasks menu.
  • If one or more connections or setups are invalid, the Workflow IS NOT published. A warning icon, along with the number of errors, appears next to the Workflow name, and the affected elements in the grid are highlighted in red. 

4 STEPS

1. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid.

2. Then, select the Publish Template option.

3. The Workflow is published and is listed in its Version History.
Remember, the following information is included in the Version History: User name, VN (Version number) , Month DD, hh:mm am/pm, and the Published status.

4. That's it. You're done.

https://www.iorad.com/player/2678334/Process-Studio---Workflows---How-to-Publish-a-Workflow?iframeHash=watchsteps-1&lang=en



Next step

 

How to Display a Workflow's History

The Workflows Timeline feature lets users monitor and manage all checkpoints and published versions in chronological order, making it easy to track changes since a Workflow was created.

  • See type, name/number, date, and creator of each entry.
  • Preview past workflow states.
  • Restore any checkpoint or published version to the working draft.
  • Filters to display all items, checkpoints or published versions in the Version History.
  1. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click See Version History.

The list of chronological changes that involve Checkpoints and Publishing's for the Workflow is displayed. 

Checkpoints: The following information is displayed in Checkpoint versions: User name, Checkpoint Month DD, hh:mm am/pm, Draft. 
 

 

Published: The following information is displayed in Published versions: User name, VN (Version V1, V2, V3…) , Month DD, hh:mm am/pm, Published. 

10 STEPS

1. to Display a Workflow's History of a workflow. the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click See Version History.

2. In the Workflows Management dashboard, locate the workflow to visualize and click its name.

3. In the Workflow Editor click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click Save As Checkpoint. The Checkpoint was created successfully message is displayed.

4. And now select See Version History.

5. The Version History list of chronological changes that involve Checkpoints and Publishings for the Workflow is displayed.

6. The following information is displayed in Published versions: User name, VN or version number, Month, Day, Hours, minutes, am or pm, along with the Published status.

7. When you hover over this item, the Preview and Restore this version options are displayed.

8. The following information is displayed in Checkpoint versions: User name, Checkpoint Month, Day, Hours, minutes, am or pm, along with the Draft status.

9. When you hover over this item, the Preview and Restore this version options are displayed.

10. That's it. You're done.

https://www.iorad.com/player/2678716/Process-Studio---Workflows---How-to-Display-the-Workflows-Version-History?iframeHash=watchsteps-1&lang=en



Next step

When a Checkpoint is saved or a previous version was Published, users can access a read-only Workflow Version History, preserving its exact configuration that includes its elements, structure, and layout by allowing them to review prior settings without altering the current Published version.

To preview a Workflow’s version: 

How to Display a Workflow’s Version Preview

  1. In the Workflows Management dashboard, locate the workflow to visualize and click its name. The Workflow Editor is displayed.
  2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click See Version History.
  3. In the Version History list, locate the Checkpoint or Published version to visualize.
  4. Click PREVIEW.

The system will display the Workflow canvas exactly as it was when the Checkpoint was saved or the previous version was Published. Additionally, the information of the displayed version appears: Viewing version Month DD, hh:mm am/pm along with the RESTORE and EXIT buttons.

  1. (Optional) Click RESTORE to directly restore the version displayed in the preview. 
  2. Click EXIT to close the preview and display the current version. 

8 STEPS

1. To preview a Workflow’s version, in the Workflows Management dashboard, locate the workflow to visualize and click its name.

2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid.

3. And select See Version History.

4. In the Version History list, locate the Checkpoint or Published version to visualize.

5. And click the PREVIEW button.

6. The system will display the Workflow canvas exactly as it was when the Checkpoint was saved or the previous version was Published.

7. Additionally, the information of the displayed version appears:
Viewing version Month, day and hour along with the RESTORE and EXIT buttons.

8. That's it. You're done.

https://www.iorad.com/player/2678763/Process-Studio---Workflows---How-to-Display-a-Workflow-s-Version-Preview?iframeHash=watchsteps-1&lang=en



Next step

How to Restore a Checkpoint Previous Published Version

Restoring a Workflow allows users to revert it to a previously saved state. When a previous state is restored, the Workflow is updated to match the exact configuration captured at the time the Checkpoint was created or the Previous version was Published. This lets you reapply a prior configuration without manually rebuilding it.

To restore a Workflow follow these steps:

6 STEPS

1. To restore a Workflow , locate the workflow to restore in the Workflows Management dashboard and click its name.

2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid.

3. And then, click See Version History.

4. In the Version History list, locate the Checkpoint or previously Published version to restore, and click the Restore this version icon.

5. Click YES, RESTORE to confirm the action. Your workflow is being restored. This may take a few seconds message is displayed. The system restores the Workflow state exactly as it was in the selected Checkpoint or Published version.

6. That's it. You're done.

https://www.iorad.com/player/2678830/Process-Studio---Workflows---How-to-Restore-a-Checkpoint-Previous-Published-Version?iframeHash=watchsteps-1&lang=en



Next step

  1. In the Workflows Management dashboard, locate the workflow to restore and click its name. The Workflow Editor is displayed.
  2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click See Version History.
  3. In the Version History list, locate the Checkpoint or previously Published version to restore.
  4. Click the Restore this version icon.
  5. Click YES, RESTORE to confirm the action. 

Your workflow is being restored. This may take a few seconds message is displayed. The system restores the Workflow state exactly as it was in the selected Checkpoint or Published version.

 

Or alternatively 

9 STEPS

1. In the Workflows Management dashboard, locate the workflow to restore and click its name. The Workflow Editor is displayed.

2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid.

3. And then click See Version History.

4. In the Version History list, locate the Checkpoint or Published version to visualize.

5. And then click PREVIEW.

6.

7. In the Workflow’s version Preview, click RESTORE.

8. And now, click YES, RESTORE to confirm the action. Your workflow is being restored. This may take a few seconds message is displayed. The system restores the Workflow state exactly as it was in the selected Checkpoint or Published version.

9. That's it. You're done.

https://www.iorad.com/player/2678841/Process-Studio---Workflows---How-to-Restore-a-Checkpoint-Previous-Published-Version-2?iframeHash=watchsteps-1&lang=en



Next step

 

  1. In the Workflows Management dashboard, locate the workflow to restore and click its name. The Workflow Editor is displayed.
  2. In the Workflow Editor, click the chevron icon next to the SAVE AS button located in the upper-right corner of the grid and click See Version History.
  3. In the Version History list, locate the Checkpoint or Published version to visualize.
  4. Click PREVIEW.
  5. In the Workflow’s version Preview, click RESTORE.
  6. Click YES, RESTORE to confirm the action. 

Your workflow is being restored. This may take a few seconds message is displayed. The system restores the Workflow state exactly as it was in the selected Checkpoint or Published version.

 

Restoring a Workflow does NOT do the following:

  • Publish the Workflow.
  • Create any Workflow records.
  • Activate event listeners.
  • Remove other Checkpoints or versions.