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Workflow Versioning

Introduction​

Process Studio manages workflow versions to secure modifications and avoid impacting current records.

The versioning system is automatic: when saving an active workflow, the system offers to create a new version or replace the existing version.

Workflow Statuses​

A workflow can have 3 statuses:

StatusValueDescriptionImpact on versioning
Draft0Workflow in creation, not activated.No version management. Simple save.
Active1Workflow activated and available for users.Version management enabled.
In progress2Workflow with records currently being executed.Version management enabled.

[!NOTE] Versioning applies only if the workflow is Active (1) or In progress (2). A Draft (0) workflow saves normally without version creation.

How Versioning Works​

Saving a Draft Workflow (Status 0)​

Behavior: Direct save without dialog.

Action:

  1. Modify the workflow.
  2. Click Save (Ctrl+S).
  3. Changes replace the existing draft version.

No version number: The workflow remains in draft until activated.

Saving an Active Workflow (Status 1 or 2)​

Behavior: A dialog appears to choose the versioning strategy.

Version dialog: When you save an active workflow, a dialog box appears with 3 options:

OptionDescriptionResult
YesCreate a new version.The system creates version N+1. The old version remains available for current records. The workflow is closed and reopened on the new version (Draft status).
NoReplace the current version.Changes overwrite the current version. Current records use the new version (⚠️ Risky!).
DetailsDisplay version history.Allows viewing all existing versions before deciding.

[!WARNING] "No" Option (Replace): This option is risky as it modifies the workflow for records already in progress. Use only to fix minor bugs.

Creating a New Version​

Process​

  1. Open an active workflow (status 1 or 2).
  2. Modify the workflow (add step, conditions, etc.).
  3. Click Save (Ctrl+S).
  4. The version dialog appears.
  5. Click Yes (Create a new version).
  6. The system suggests a version number (auto-incremented).
  7. You can modify this number if desired (e.g., go from 2.0 to 3.0 instead of 2.0 to 2.1).
  8. Validate.

Result:

  • A new version is created (status: Draft).
  • The old version remains active and continues managing current records.
  • The workflow is closed then reopened on the new draft version.
  • You must activate the new version to make it available to users.

Version Numbering​

Format​

Versions use a simple numeric format:

  • 1, 2, 3... (major versions)

Auto-increment​

When creating a new version, the system automatically suggests the next number:

  • Current version: 1 → Suggestion: 2

Manual modification: You can change the suggested number:

  • Current version: 1 → You can choose 3 (major version jump)

[!NOTE] The system prevents creating a version if the chosen number already exists.

Impact on Records​

Records in Progress​

Behavior: Always keep the workflow version that was active when they started.

Example:

  • A record starts on 01/01 with workflow version 1.
  • You create and activate version 2 on 01/15.
  • The record continues in version 1 until closure (even in March, April...).

Reason: Ensure stability. Changing the workflow mid-process could break the process or create inconsistencies.

New Records​

Behavior: Automatically use the latest activated version.

Example:

  • Version 2 activated on 01/15.
  • All records created from 01/16 start in version 2.

Activating a New Version​

After creating a new version (status: Draft), you must activate it:

Procedure​

  1. Close the designer.
  2. Return to the workflow list.
  3. Your workflow appears 2 times (or more) with different versions:
    • Version 1 (Active) ✅
    • Version 2 (Draft) ⚪
  4. Select version 2.
  5. Click Activate in the ribbon.
  6. Version 2 becomes active ✅.
  7. New records now use version 2.
  8. Records in progress remain on version 1.

Best Practices​

1. Test Before Activating​

Recommended procedure:

  1. Create a new version (it's in Draft).
  2. Test the workflow with a test document.
  3. Check all paths (validation, rejection, etc.).
  4. Fix if necessary (simple save, no new version).
  5. Once validated → Activate the version.

2. In Production Never Replace an Active Version ("No" Option)​

Avoid clicking "No" (Replace current version) except for:

  • Minor bug fixes (typo, label).
  • No structural impact on the workflow.

Why: This affects current records immediately, which can cause malfunctions.

3. Deactivate Old Versions Once Records Are Closed​

When all current records on an old version are finished:

  1. Verify that no records use the old version.
  2. Deactivate the old version to clean up the list.

Frequently Asked Questions​

Q: In production, can I modify an active workflow without creating a version?
A: No. Once a workflow is active, any save triggers the versioning dialog. You must choose "New version" (Yes) or "Replace" (No).

Q: How can I cancel a modification before creating a new version?
A: Close the workflow without saving (Ctrl+Z or close without saving).

Q: What happens if I delete a step used by current records?
A: If you create a new version, current records keep the old version (with the step). If you replace the current version, current records may malfunction.

Q: How many versions can I create?
A: Unlimited. All versions are stored in the database.

Q: In production, can I delete an old version?
A: Generally, no (for security). Contact your system administrator if necessary.

Q: How do I know which version a record uses?
A: In the user portal or via record properties, the workflow version number is displayed.

See also: