Publishing, Archiving, and Deleting Workflows

This article discusses publishing, archiving, and deleting workflows in AUTTO.

Table of Contents

• Prerequisite
• Publishing a Newly-Created Workflow
• Updating a Workflow's Publishing Settings
• Archiving a Published Workflow
• Deleting a Workflow
  • Using the Workflow Editor
  • Using the Dashboard

Prerequisite

You should already be familiar with the following before reading this article:

• The Workflow Editor
• Creating a New Workflow

Publishing a Workflow

Once you have created a workflow, you can preview it to see how it will work when run.

After previewing the Workflow, if you find the Workflow already working as you intended, you can then publish it.

NOTE: You can also publish a newer version of a workflow using the below procedure.

To publish a newly-created Workflow:

1. Click the Publish button on the top-right of the Workflow Editor.
   
   
2. On the Publishing workflow window, the publishing option for the workflow selected in Creating a New Workflow, the language used in the workflow, and the version number are displayed.

NOTE: If you want to change the publishing options for the workflow prior to publishing, see Updating a Workflow's Publishing Settings.

3. Enter a note for the Workflow version. Although this is optional, it is recommended to enter a note for tracking purposes.
   
4. Click Publish. Once published, a Published button appears on the top right of the Workflow Editor.

NOTE: The newly-published version replaces and archives any previously published version.

Updating a Workflow's Publishing Settings

A workflow's publishing settings are initially selected when you first create it. However, publishing settings can be updated at any time.

To update a workflow's publishing settings:

1. Open the workflow for editing.
2. Click the Settings button near the top-right of the Workflow Editor.
3. Click Publishing Settings.
   
   
   
   
4. On the Update publishing settings window, you can change the publishing settings to the desired options.
   

NOTE: The publishing settings are initially set when you create the workflow. For more information, see Creating a New Workflow.

4. Enter an optional version note. You can also set this when you publish the workflow (see Publishing a Newly-Created Workflow).
5. Click Update.

Archiving a Published Workflow

You can archive a published workflow if you do not need it any more. Once archived, the published workflow will no longer be available to your users. However, the draft workflow remains available for editing and can be republished if needed.

To archive a published workflow:

1. Open the workflow for editing.
2. Click Published on the top-right of the Workflow Editor.
   
   
3. Click Settings, then Archive Workflow.
   
   
4. On the Archiving Workflow window, enter an optional note for the version to be archived.
   
   
5. Click Done.

Deleting a Workflow

Aside from allowing you to archive a published workflow, you can permanently delete a published workflow that you do not need any more.

WARNING! Deleting a workflow cannot be undone or reversed.  Use with care and consider archiving your workflow first.

Once deleted, the workflow does not appear on your Dashboard any more. All data gathered by a published workflow is also deleted.

NOTE: AUTTO also allows data gathered by a workflow to be deleted without requiring you to delete the entire workflow. For more information, see Administering User and Workflow Data.

There are two ways to delete a workflow:

1. From the Workflow Editor
2. From the Dashboard

NOTE: To delete a draft workflow that has not been published yet, you can also use any of the two methods detailed here. 

Using the Workflow Editor

If you delete a workflow from within the Workflow Editor, it gives you a chance to review that what you are about to delete is the correct workflow.

1. Open the workflow for editing.
2. Click the Settings button near the top-right of the Workflow Editor, then click Delete Workflow.
   
   
   
   
3. On the Delete Workflow window, re-enter your account password, then click Done.
   
   

NOTE: You can only delete a workflow using the Draft copy, not from the Published version.

Using the Dashboard

 You can also delete a workflow directly from the Dashboard.

1. Look for the workflow to be deleted on your Dashboard.
2. Once you find the workflow, click the three dots menu on its top right, then click Delete.
   
   
3. On the Delete Workflow window, re-enter your account password, then click Done.