How to Edit a Workflow

In this article:

• Overview
• How to edit a workflow
• Things to keep in mind
• FAQs
• Who can do this

Overview

You can change an existing Workflow at any time — swap its trigger or action, adjust the criteria that decide who it runs for, or change the assignment rules such as the due date or notifications. Editing a Workflow opens the same builder you used to create it, pre-filled with the current settings.

How to edit a workflow

1. Go to Settings → Workflows.
2. Click the Workflow you want to change (click the When or Then text, or the status badge, in its row). This opens the Edit workflow screen.

3. Change the When (trigger) or Then (action) from the dropdowns, and update the specific item or criteria as needed. Changing the trigger clears the trigger's entity and criteria so you can set them fresh.
4. For assignment actions, adjust any rules — Notify people on assignment, Start date, Due date, Reassign even if incomplete, or the yearly Recurring schedule.

5. Click Update workflow to save your changes. You'll see a confirmation that the Workflow has been updated.

Things to keep in mind

• Editing a Workflow changes how it behaves from that point on. It doesn't undo or reverse actions the Workflow has already taken.
• If you change the trigger to Profile is updated, you must add at least one criterion before the Workflow can be saved.
• A Workflow triggered by a change to a person's Role cannot use the Change user role action — this combination is blocked when you save.
• Pausing and editing are separate: to stop a Workflow running while you rework it, pause it from the Workflows list rather than deleting it. See How to pause or activate a workflow.
• The screen also shows who originally created the Workflow, for reference.

FAQs

Can I change a Workflow's status from the edit screen?
Status (active or paused) is managed from the Workflows list using the pause/play control, not from the edit builder. See How to pause or activate a workflow.

Will editing re-run the Workflow on people it already actioned?
No. Edits apply to future matching events only; the Workflow doesn't reprocess events that already happened.

I changed the specific Pathway (or Form, Event, and so on) — does the Workflow update straight away?
Yes. Once you click Update workflow, the new selection takes effect for events from then on.

Who can do this

Only Owners and Admins can edit Workflows. Managers, Content Managers, People Managers, Instructors, Employees and Restricted users cannot. Workflows are a paid-plan feature, so the option only appears for accounts where it has been enabled.

Updated on: 16/07/2026