Manage a workflow

Updated March 11, 2025 21:35

Workflows can be shared between team members, transferred to new staff, updated to reflect a new process, or deleted as needed.

Tip

You must have access to manage a workflow to edit or delete it.

Edit a workflow

Select the Workflows page from the top navigation.
Select the workflow you want to edit from the list.
Select the Actions dropdown to the right of the workflow's name.
Choose Edit workflow from the dropdown.
Make any necessary changes and select Save.

Duplicate a workflow

Select the Workflows page from the top navigation.
Select the workflow you want to duplicate from the list.
Select the Actions dropdown to the right of the workflow's name.
Choose Duplicate workflow from the dropdown.

The new workflow will have the same steps, descriptions, step settings, campus, and category as the original. It will have the same name plus (copy).

Cards and collaborators from the original workflow are not copied.
Automations from the original workflow do not add people to the new workflow. You must create new automations to add people.

Delete a workflow

Select the Workflows page from the top navigation.
Select the workflow you want to delete from the list.
Select the Actions dropdown to the right of the workflow's name.
Choose Edit workflow from the dropdown.
Select Delete workflow in the bottom left of the popup.

All information from the cards is deleted when the workflow is deleted, but any sent emails or notes added to profiles through this workflow remain on those profiles.

Recover a workflow

You can recover workflows that don't have a manager or workflows that have been deleted.

Unassigned workflows

If a workflow doesn't have a manager, it is unusable until someone is assigned to manage it. Organization administrators can make themselves managers of these unassigned workflows.

Select the Workflows page from the top navigation.
Select Unassigned workflows in the pane on the left of the page to open the list of workflows without an active manager.
Select a workflow from the unassigned list.
Select Add manage permissions for yourself on the left.

Deleted workflows

Select the Workflows page from the top navigation.
Select Recently deleted workflows in the pane on the left of the page.
Select Recover next to the desired workflow in the popup.

When you recover a workflow, all the workflow steps and cards, along with their history and assignments, are restored.

Tip

Don't see a workflow that you deleted? Contact Planning Center Support to recover workflows for up to six months after deletion.