[Accordion] Overview
When you open a workflow, a toolbar appears with options to Clone, Activate, or Deactivate the workflow or its individual versions. These tools let you update and manage your workflows with ease, while preserving the historical record without disrupting active assignments.
Use these tools to:
- Update an existing workflow without interrupting any active assignments
- Create variations of a workflow for different programs or clinics
- Temporarily disable a workflow version while retaining its historical records
- Activate or deactivate multiple workflow versions based on operational needs
- View and manage tasks assigned to previous versions to avoid interruption
- Delete tasks that were created incorrectly due to errors during workflow setup
The available options are:
- Activate Workflow
- Deactivate Workflow
- Clone a Workflow
- View Assigned Workflows
[Note] You’ll see the Activate Workflow option only when the workflow you have open is inactive.
[Accordion] Activating Workflows
When a workflow is first created, it is inactive by default. This gives you time to complete configuration and testing before putting it into real clinical use. To make the workflow active, simply choose an activation option from the toolbar.
[Note] Activating or deactivating versions does not delete workflow history or data. Everything remains fully preserved.
Activation options change based on whether the workflow includes only one version or multiple versions.
[Q] Activate Current Workflow
[A] This option activates the workflow you’re currently viewing. Use it when you’ve created a new workflow or have made updates to a cloned version that is ready for use.
When to Use:
- You’ve finished updating a new version and want it to replace the currently active one
- You prefer to keep only one version active at a time for consistency and accuracy
What Happens After Activation:
- The selected version becomes active immediately
- Tasks associated with a previously deactivated version will be reactivated if not reassigned to the new version. Any completed tasks will not be reactivated or reassigned.
- All new assignments and tasks will follow the newly activated version, while tasks assigned to the previous version can be reassigned to the new version
Situation: A behavioral health clinic previously cloned its Intake and Assessment workflow to include a new suicide risk screening step required by updated clinical guidelines.
Resolution: Once the updates are complete, the user selects Activate Current Workflow to make this version the active workflow. All new client intakes begin following the updated process, while existing client records continue using the version that was active when they were initiated, ensuring continuity of care and preserving historical documentation.
[Q] Activate All Versions
[A] This option enables every workflow version that is currently inactive. It allows mass reactivation of versions if needed and is useful in multi-program or multi-clinic environments where different versions of the same workflow may be used simultaneously.
When to Use:
- Different programs or clinics follow different guidelines and require distinct versions of a similar workflow
- Multiple workflow versions are intentionally maintained and assigned independently
- The organization needs to re-enable previously inactive versions in bulk
What Happens After Activation:
- All workflow versions become active at the same time
- Any inactive assignments or paused workflows linked to those versions automatically resume processing
- New tasks will be created using the active workflow versions based on program or clinic needs
Situation: A behavioral health organization has recently opened multiple new programs. Each has slightly different treatment plan requirements. Regulatory guidelines change at different times, so the administrator clones and configures the workflow versions independently, leaving them inactive until they are all complete.
Resolution: Once all workflow updates are finalized, the administrator selects Activate All Versions to enable the workflows across the new programs simultaneously. All workflow versions become active at once and ensure each program operates under the up-to-date guidelines.
[Accordion] Cloning Workflows
Cloning enables you to duplicate an existing workflow without needing to rebuild it from scratch. This is particularly useful when creating variations for different programs, updating workflows safely, or preserving an active workflow while developing improvements. Always review version names and descriptions to make sure they're clear and easy to trace.
The system offers two options for cloning workflows. Both copy the workflow’s structure, rules, steps, and transitions, but they differ in how they relate to the original workflow and how they affect version control.
[Q] Clone as an Independent Workflow
[A] This option creates a completely separate workflow that is no longer linked to the original. It functions as a new workflow with its own name, settings, and independent version history.
When to Use
- You want to build a similar workflow for a different program or location
- You need a workflow variation without impacting the existing workflow structure
- You expect that future edits will diverge significantly from the original process
What Happens After Cloning
- A new workflow is created in inactive status
- The workflow does not share version numbers or future updates with the original workflow
- Tasks or assignments from the original workflow can not be transferred to the new one
- Changes made to one workflow never affect the other
Situation: The organization is launching 2 pilot programs, with evolving guidelines. The programs initially follow the general structure of the existing initial evaluation workflow, but they expect frequent changes as the pilot matures.
Resolution: By choosing Clone as an Independent Workflow, you can create a standalone workflow based on the existing Initial Evaluation workflow. Updates can be applied freely without impacting existing workflows and ensuring flexibility for ongoing changes.
[Q] Create a New Version of the Current Workflow
[A] This option creates a new version that stays linked to the original workflow, preserving version continuity. It lets you make updates and improvements while keeping the current version active for ongoing tasks.
When to Use
- You need to update or revise workflow steps without impacting active assignments
- You want a safe testing environment before releasing the changes
- You follow organizational versioning or change-management practices
What Happens After Cloning
- A new version is created in inactive status
- Existing active versions remain available and continue processing ongoing tasks
- Once updates are complete, the new version can be activated
- Leaving both versions active will allow keeping existing tasks active on the original version while creating new tasks according to the updated workflow
- Historical activity and version transparency are preserved
Situation:
Admission notes were previously due within 10 days of admission. Requirements change to 7 days, but only newly generated tasks should reflect the updated due date.
Goal:
Leave existing tasks unchanged while applying the new rule to recent and future admissions.
Resolution:
After cloning and activating the updated workflow:
All newly generated tasks will follow the updated rule
Tasks already created under the previous version will remain unchanged and available for completion
Situation:
Admission notes were previously due within 10 days of admission. Requirements change to 7 days, and the organization wants both new and already-generated tasks to reflect the updated due date.
Goal:
Update the due dates for existing tasks to reflect the corrected rule.
Resolution:
Clone the workflow and activate the updated version
Navigate to View Assigned Workflows
Use the Assigned Workflows Filter to select the previous version
Select the workflows you want to update
Reassign them to the current version
Reassigning the workflows recalculates task due dates based on the updated rules, ensuring consistency across all tasks.
[Accordion] Deactivating Workflows
Deactivating a workflow allows administrators to temporarily or permanently stop a workflow version from being used. This is helpful when a workflow is being replaced, updated, or retired. Deactivation prevents new tasks from being created under that workflow and stops active assignments when applicable, while keeping all historical data intact for reporting and auditing.
[Q] Before Deactivation
[A] What should I consider before deactivating a workflow?
- Before deactivating, review whether there are active assignments tied to the workflow
- Use Deactivate Current Version for incremental version transitions
- Use Deactivate All Versions when the workflow will no longer be used operationally
- Confirm staff communication and operational readiness before deactivating workflows in production environments
The options available depend on whether the workflow contains a single version or multiple versions
When There Is Only One Version
[Q] Deactivate Current Version:
[A] If the workflow has only a single active version, the system allows you to deactivate it. Once deactivated, the workflow will stop generating or processing tasks until it is reactivated.
When to Use
- You temporarily do not want staff to use this workflow
- You are preparing changes and plan to create a new version
- The workflow is outdated, but historical records need to remain accessible
What Happens After Deactivation
- The workflow status becomes inactive
- Any active workflow assignments are stopped
- The workflow remains available for audit history and reporting, but is not selectable for new work
Situation: We recently discontinued the SUD program. The workflow associated with this program is no longer needed for active use. I want to stop the workflow from being used moving forward, and all existing tasks should be halted.
Resolution: Select Deactivate Current Version to deactivate the workflow version. The workflow immediately becomes inactive, all active assignments and tasks are stopped, and no new work can be created using this workflow. Historical records remain accessible for audit and reporting purposes, ensuring regulatory requirements are met while preventing further use of an outdated workflow.
[Q]When Multiple Versions Exist:
[A]If the workflow contains more than one version, the system provides additional options to manage version behavior in bulk or at the individual version level.
[Q]Deactivate Current Workflow
[A]This option deactivates only the currently selected version, leaving other versions untouched.
When to Use
- You are retiring a specific version that has been replaced
- You want to prevent new assignments of this version so users can move to a newer version
- New assignments associated with this version should be stopped without affecting other workflows
What Happens After Deactivation
- Only this version becomes inactive
- Other workflow versions remain available
- All tasks associated with the deactivated version become inactive unless they are reassigned to another active version
Situation: We use a workflow called Client Intake & Consent Forms, which exists in multiple versions. All tasks associated with Version 1 have been completed, and this version is no longer needed for active use. To ensure staff only use the most current paperwork, the older version should be retired without affecting other workflow versions.
Resolution: Because there are no incomplete tasks associated with this version, no additional action is required.
If open tasks had existed, they could either be reassigned to the most current workflow version or would automatically become inactive once the workflow version is deactivated.
[Q] Deactivate All Versions:
[A]This option disables all versions of the workflow at once.
When to Use:
- The workflow is being completely retired or replaced by a different workflow
- You must suspend workflow activity due to policy or compliance requirements
- You want to ensure no new or existing assignments continue under any version
What Happens After Deactivation
- All versions are set to inactive
- Any active assignments linked to a version are stopped
- Historical records are preserved, but the workflow cannot be selected or used
Situation: We have maintained several versions of a workflow to accommodate multiple programs over time. There is a new standardized process, and the workflows need to be replaced. We need to halt all workflows and associated tasks.
Resolution: Choosing Deactivate All Versions will immediately set every version of the workflow to inactive. All active assignments and tasks across all versions are halted, preventing any further processing. Historical records for each workflow version remain accessible for reporting and audit purposes while the organization transitions to the new standardized process.
[Accordion] Best Practices
[Q] Always clone before major edits
[A] Never modify an active workflow version directly. Create a new version or an independent clone to test your changes safely.
[Q] Use versioning for controlled updates
[A] Create a new version when improving an existing workflow so active assignments continue uninterrupted.
[Q] Use independent cloning for branching use cases
[A] When workflows will diverge significantly (e.g., different programs or clinics), clone as an independent workflow.
[Q] Minimize simultaneous active versions unless required
[A] To avoid confusion, multiple active versions should only be used when operationally necessary.
[Q] Communicate workflow changes to staff
[A] Notify stakeholders before activating or deactivating versions to prevent workflow disruption.
[Q] Review active assignments before deactivation
[A] Deactivating a workflow or version stops all active assignments, so evaluate timing and dependencies first.
[Q] Document version descriptions clearly
[A] Use clear naming conventions and change notes to support traceability, compliance, and auditing.
[Q] Plan for activation timing
[A] Activate updated versions during low-impact operational windows when possible.
[Accordion] FAQs
[Q] What is the difference between cloning a workflow as an independent workflow vs. creating a new version?
[A] Clone as Independent Workflow creates a separate workflow that is not connected to the original and can evolve in a completely different direction.
Create a New Version creates a new version under the same workflow, maintaining version history and allowing updates without affecting the current live version.
[Q] When should I create a new version instead of cloning independently?
[A] Create a new version when you are updating or improving an existing workflow, but still want the previous version to continue running until changes are ready to go live.
Use an independent clone when building a distinct workflow variation for different programs or use cases.
[Q] What happens to existing assignments if I deactivate a workflow version?
[A] If you deactivate a version, any active assignments associated with that version will stop processing. Historical data is preserved, but no new tasks can be created under the deactivated version.
[Q] What happens if I deactivate all workflow versions?
[A] Deactivating all versions disables the entire workflow and stops all active assignments across every version. The workflow remains available for viewing and audit purposes, but cannot be used until reactivated.
[Q] Can I activate multiple workflow versions at the same time?
[A] Yes. Selecting Activate All Versions enables all versions simultaneously. This is useful when different teams or locations need access to different versions of the same workflow.
[Q] Are new workflows active immediately after creation?
[A] No. New workflows start in an inactive state to allow configuration and testing before activation.
[Q] Does cloning a workflow transfer existing tasks or assignments?
[A] No. Cloning only copies workflow configuration (steps, rules, etc.). Existing assignments from the original workflow remain untouched and are not linked to the cloned workflow.
[Q] Can I delete a workflow instead of deactivating it?
[A] Typically, no. For compliance and record-keeping, workflows are deactivated rather than deleted.
[Q] Do staff members need additional permissions to manage workflow activation or cloning?
[A] Yes. Only users with appropriate administrative permissions (defined by your organization’s role configuration) can clone, activate, or deactivate workflows.
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