Workflows

Edit a workflow

Workflows are meant to be changed. What matters is that a request already in flight keeps the form and the approval chain it was submitted with — so ApproveHub versions those two things for you.

Open the editor

Select the workflow in the “Workflows” list. It opens in the same three-step editor it was built with, and the last button now reads “Save workflow”. Administrators, the person who created it and anyone granted “Can edit” may make changes.

What changes right away

Some settings are not part of a version and take effect the moment you save, for every request, old and new:

The name and the description.
The slug — which means the request link changes too, and the old one stops working. Re-share it if it lives in a wiki or a channel topic.
Who can create requests, and the access list.

What creates a new version

Only two things are versioned: the form fields and the approval stages. When you change either of them,

nothing has been submitted against the current version yet — it is simply rewritten, and the version number stays where it is;
at least one request has been submitted against it — a new version is created and becomes the one every future request uses.

Requests already under way are untouched. They keep their fields, their stages and their approvers, and they finish on the version they started on — even if you rebuilt the workflow from scratch in the meantime.

The versions page: who saved each version, when, and how many requests are attached to it.

Good to know. Every version stays readable. Open one from the versions page to see the exact form and approval chain a request was submitted with — useful when an approver asks why an old request looks different from today’s.

Unpublish a workflow

“Unpublish” closes the request link: nobody can start a new request, and the workflow drops back to a draft you can keep editing. Requests already in the approval chain carry on to their decision as normal.