System Administrators with the Advanced Configuration Management permission have the ability to edit Approval Workflows in the Advanced Configurations tab of the System Admin Module. In order to edit an Approval Workflow, it must be deactivated first.
To learn more about configuring approval workflows, please see our full help article below:
Note: When a workflow is deactivated, any pending requests for the workflow will be revoked automatically.
When deactivated, you can make adjustments to the workflow's settings and stages. Once complete, the Approval Workflow can be reactivated to be used for requests moving forward.
Note: This feature is not available by default. If interested, please reach out to your Account Manager or contact Support.
This article includes the following topics:
First, navigate to the System Admin Module, then to the Advanced Configuration Screen as highlighted in the screenshot below:
Scroll down and click on Approval Workflows.
System Administrators have the option to deactivate active approval workflows to make edits and delete.
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From the Approval Workflows Screen, select the 3 dots icon for the intended approval workflow and select the Deactivate option.
Optionally, you have the ability to deactivate an active workflow from the configuration screen as shown below.
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In the Deactivate Window, click the Deactivate button to confirm.
Note: The workflow status will change to Inactive and a success message will appear at the bottom of the screen to notify you that the Approval Flow has been updated successfully.
When inactive, the Approval Workflow settings and stages are editable.
Make any desired changes to the workflow trigger and conditions. You are able to edit existing conditions and add new ones. Once complete, click the Save button to update the workflow settings.
You are able to edit New, In Progress, Approved, and Rejected stage types. However, the stage types have different limitations to what fields are editable. Please see the stage types, as well as their preset values and editable fields below. Fields that are not editable will be greyed out and locked.
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New/In Progress Stage: Users can edit all fields in the new and in progress stage except for the stage type. This ensures that there is only one entry stage for a given workflow.
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Approved Stage: Users can only edit the name and description for the final approved stage. Since this is the final stage, many fields related to transitions are not required and therefore not editable. Stage type is not editable to ensure only one final approved stage.
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Rejected Stage: Users can only edit the name and description for the final rejected stage. Since this is the final stage, many fields related to transitions are not required and therefore not editable. Stage type is not editable to ensure only one final rejected stage.
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From the Stages tab, click on the 3 dots icon of the workflow you would like to make changes to and then select the Edit option.
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Make any necessary changes in the editable fields. Once complete, click the Save button.
Note: A success message will appear at the bottom of the screen to notify you that, Your changes are successfully saved.
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Once you are satisfied with your edits, navigate to the Approval Workflow Configuration Screen and click Activate.
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A window will appear to confirm the activation of the Approval Workflow. Click the Activate button to confirm.
Note: The workflow status at the top of the screen will change to Active. Additionally, a success message will appear at the bottom of the screen to notify you that the Approval Flow has been updated successfully.
The option to delete is only available for workflows in 'Draft' or 'Inactive' status. Once deleted, the workflow cannot be recovered and any pending approval requests for the workflow will be revoked.
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From the Approval Workflow table, click on the 3 dots icon of the workflow you would like to delete.
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Select the Delete option, as shown below.
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A window will appear to confirm the deletion of the Approval Workflow. Click the Delete button to confirm.
The workflow will be removed from the Approval Workflow table. A success message will appear at the bottom of the screen to notify you that the "Approval Flow has been successfully deleted".
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From the Approval Workflow Configuration Screen, click on the 3 dots icon.
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Select the Delete option, as shown below.
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A window will appear to confirm the deletion of the Approval Workflow. Click the Delete button to confirm.
A success message will appear at the bottom of the screen to notify you that the "Approval Flow has been successfully deleted".