Manage Custom Workflows - Online Help | Zoho Campaigns

Manage workflows

Edit a workflow

To edit a workflow in draft:
  1. From the Navigation toolbar, select Automation and choose Workflows.
  2. Select the intended workflow from the list view.
  3. This will open the workflow canvas, where you can make the necessary changes.
To edit a running workflow:
Editing an active workflow will create a new version; changes that you make will be saved to this new version.
  1. From the navigation toolbar, select Automation and choose Workflows.
  2. Select the intended workflow from the list view.
  3. Click the More button in the top-right corner of the workflow detail view page and select the Edit option.
  4. This will open the workflow canvas, where you can make the necessary changes.
    Edit Workflow
Once you're done with the changes, activate the new version. Activating this version will freeze the previous active version. In other words, it will stop taking in new contacts and process only the contacts who already entered that version. The newly activated version will take in the new contacts. You can have a maximum of 25 active (running or frozen) versions per workflow.

Clone a workflow

  1. From the navigation toolbar, select Automation and choose Workflows.
  2. Mouse over the workflow you wish to clone. The Clone icon will appear in the far-right corner.
  3. Click the Clone icon to create a clone of the active version of the workflow.
If you want to create a clone of an active workflow:
  1. From the navigation toolbar, select Automation and choose Workflows.
  2. Select the intended workflow from the list view.
  3. Click the More button in the top-right corner of the version detail view page and select the Clone option.
    Clone Workflow

Stop a workflow from processing new contacts

Freeze an active workflow to stop it from processing new contacts. Actions will be performed on the contacts who've entered before you froze the workflow. To do this:
  1. From the Navigation toolbar, select Automation and choose Workflows.
  2. Mouse over the workflow you wish to freeze. The freeze icon will appear in the far-right corner.
  3. Click Freeze to continue.
  4. Alternatively, you can also select the workflow you wish to freeze from the list view and click Freeze on the top-right.
  5. To resume a frozen workflow, click the 'Resume' button on the top-right corner.

Stop a workflow

Shut down a workflow if you need to stop it from processing any contacts (even those contacts who have already entered the workflow). You can only shut down a frozen 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 Freeze in the top-right corner if the workflow is not already frozen.
  4. Alternatively, you can also mouse over the workflow you want to shut down and click the Freeze icon on its far right.
  5. After the workflow is frozen, select the workflow and click More on the top-right corner and select Shut down.
Shutdown workflow
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, then shut it down.

Delete a 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. Click the workflow you wish to delete.
  3. Click Freeze in the top-right corner, if the workflow is not already frozen.
  4. After the workflow is frozen, click More in the top-right corner and select Shut down if the workflow is not already shut down.
  5. After the workflow is shut down, click More in the top-right corner and select Delete.
  6. 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. 

Trace a contact's path

You can view the exact path your contacts have taken in the workflow at any point. From the reports section, select contact path. Provide the email address of the contact. The path the contact took will be highlighted in the flow.

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. 

Save as templates

If you find yourself creating similar workflows, you can choose to save them as templates. To use the workflows saved as templates :
  1. From the Navigation toolbar, select Automation and click Workflows.
  2. Click Create Workflow on the top-right.
  3. Click Saved Templates on the top-right and select the workflow you wish to use.
  4. This will open the workflow canvas, where you can make the necessary changes to suit your present need.

Workflow status

  1. Active : When you have activated the workflow and the workflow is running.
  2. Draft :  The workflows that are not activated will be saved as drafts.
  3. Frozen : When you manually freeze an active workflow.
  4. Suspended : When the license for your account has expired, all your workflows will be suspended.
  5. Message status : 
    1. Active : When you have activated the message and the message is running. 
    2. Paused : When you manually pause the message. 
    3. Suspended : When the license for your account has expired, all your workflows will be suspended. 
    4. Stopped : A message will be stopped for the following reasons: 
      1. When the merge tag used in the message subject line has been deleted.
      2. When the video tag used in the message content has been deleted.
      3. When the message's sender address has been deleted.
  6. Stopped : A workflow will be stopped for the following reasons: 
    1. When the source mailing list is deleted.
    2. When the date field associated with a date-field trigger has been deleted.
    3. When goal or the domain associated with a goal achieved trigger is deleted or is inactive.
    4. When the field associated with a field update trigger is deleted.
    5. When the video associated with a video click trigger is deleted.
    6. When the file associated with a attachment download trigger is deleted.
    7. When the tag associated with a tag assigned or a tag removed trigger is deleted.

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