Manage Workflows - Online Help | Zoho Campaigns

Manage Conditional Workflows

Zoho Campaigns offers three types of conditional workflows: Instant, Time-based and Activity-based workflows. Read our articles to learn how to create an instant workflow, time-based workflow and activity-based workflow.

In this article, we will discuss how you can manage your conditional workflows where you will learn how to edit, clone, shut down, delete and organize your conditional workflows. We will also discuss how to stop a conditional workflow from processing contacts.

Edit a Conditional Workflow

  1. From the Navigation toolbar, select Automation and choose Workflows.
  2. Select the conditional workflow you wish to edit.
  3. Click Manage Workflows on the top-right and select Edit. 
Note: You can edit a workflow only when in draft; a workflow once activated cannot be edited.
edit custom workflow

Clone a conditional workflow

  1. From the Navigation toolbar, select Automation and choose Workflows.
  2. Mouse over the conditional workflow you wish to clone. Click the Clone icon on the far-right corner to create the same workflow that can be edited.
You can also clone a workflow by navigating to its Details page and selecting the Manage Workflow button in the top-right corner and choosing Clone from the drop down options.
clone custom workflow

Stop a workflow from processing new contacts

Freeze the running workflow to stop it from processing new contacts. Actions will be performed on the contacts who had entered the workflow before you freeze the workflow. To do this:
  1. From the Navigation toolbar, select Automation and choose Workflows. 
  2. Select the conditional workflow you wish to freeze.
  3. Click Freeze in the top-right corner.
  4. Click Resume button in the top-right corner of the page if you want to resume the workflow.
freeze custom workflow

Shut down a conditional workflow

Shut Down a workflow if you need to stop a workflow from processing any contacts (even those contacts who have already entered the workflow). To do this:
  1. From the Navigation toolbar, select Automation and choose workflows. 
  2. Select the workflow you wish to shut down.
  3. Click Manage Workflow on the top-right and select Shut Down. 
Note : For a safe shut down, you can freeze the workflow and wait for it to perform actions on the contacts who have already entered the workflow, and then shut it down. 

Delete a conditional workflow

A running workflow cannot be deleted. You need to shut down the workflow before you delete it. To do this:
  1. From the Navigation toolbar, select Automation and choose workflows.
  2. Select the workflow you wish to delete.
  3. Click Manage Workflow on the top-right and select Shut Down if the workflow is not shut down.
  4. After the workflow is shut down, click Manage Workflow on the top-right and select Delete.
  5. Alternatively, mouse over the workflow you wish to delete and click the freeze icon. After it is frozen, click the Shut down icon. Once the workflow has been shut down, click the delete icon. 
delete custom workflow

Organize workflows

For easy handling of your workflows, you can group them and put them into folders. You can create the folders from the My Workflow page. Create new workflows within a folder or move workflows to one. You can also delete or edit a folder.

Conditional workflow status

All conditional workflows will fall under one of the states listed below:
  1. Active : When you activate the workflow and the workflow is running.
  2. Completed: When the process of the workflow has been completed. Only one-time workflows fall under this category.
  3. Draft: When you save your workflow as draft for use in the future.
  4. Frozen: When you manually freeze an active workflow.
  5. Shutdown: When you manually shut down a workflow.
  6. Stopped:  Actions defined in your workflow might stop due to the following reasons: 
    • The list that you've associated with the workflow may have been deleted. This does not apply to activity-based workflows.
    • If the action is 'Add to another list', the target list (i.e. the list you've selected to add the contacts to) may have been deleted.
    • If the action is 'Push to Zoho CRM',the custom field mapped to Zoho CRM may have been deleted.
    • If the action is 'Update fields', the custom field to be updated may have been deleted.
    If all actions defined in the workflow have stopped, the workflow will be stopped. If not, the workflow will remain active, performing the active actions. Once stopped, a workflow cannot be activated.
  7. Suspended: When your license has expired or subscription has ended. Note: If your email campaign is suspended it may be due to issues found in your email content, source of your mailing list, email address or IP address. Learn more about when will Zoho Campaign suspend an email.

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