Once a workflow is built, you can test it safely, make changes, turn it on or off, and duplicate or delete it.
To build a workflow first, see How to Create a Workflow. To choose or change what starts it, see How to Set Up Workflow Triggers. To see what happened when a workflow ran, or why a step failed, see How to Check Workflow Run History.
Find and open a workflow
The Workflows page lists every workflow, what starts it, whether it's on, and how its recent runs went.
In the left sidebar, click Settings.
Click Data, then Workflows.
To find a workflow, type part of its name in Search by name.... To see only workflows that are on, tick Show Enabled Only.
Check the row:
Status: the switch is on when the workflow is turned on.
Runs (30D) and Last Run: how often it ran in the last 30 days, and when it last ran (Never if it hasn't).
Health: OK when recent runs had no problems, a red badge such as 3 FAILED when runs or steps failed in the last 30 days, or a dash if it hasn't run.
Click the workflow's name to open it in the editor.
Test a workflow safely
A test runs the workflow's steps one at a time for a patient you choose, so you can see what each step would do.
Always use a test patient, and keep Safety Mode on Read only. Read only makes no changes to your data, so no texts are sent and no records are changed.
Start a test
Open the workflow and click Test Workflow. The Test workflow panel opens on the left.
Under Choose a patient, search for and select your test patient.
If the panel asks for more test data, fill it in. For example, a workflow started by a lead form also asks for a Lead form.
Click Use this data. The panel shows Test data ready.
Under Safety Mode, leave Read only selected.
Click Start Test. The test shows Paused at Step 0, and the Trigger box is marked Current.
Run the steps and read the results
Click Next Step to run the next step. On the canvas, each step that has run shows its result, such as succeeded or skipped. The step that runs next is marked Current.
To see why a step got its result, click the step on the canvas. Its settings open on the right, and the test panel shows the step's status and Result. Close the step's settings to keep testing.
Click Run All Steps to run the rest of the workflow. When it finishes, the panel shows Test completed and how many steps ran.
Click Hide Test Panel when you're done.
In Read only, steps that would send a message or change a record are marked skipped. Their Result says they were blocked, for example Blocked by safe-default for mutating-internal action. This is expected: it shows the step was reached without anything happening.
Test again or stop a test
When a test finishes, click Test Again. The test data you chose is still filled in.
Check that Read only is still selected, then click Start Test.
To end a test before it finishes, click Stop Test. The panel shows Test stopped and how many steps ran.
Edit and save a workflow
Changes you make on the canvas aren't kept until you save the workflow.
Open the workflow and click the step you want to change. Its settings open on the right.
Make your change. For example, edit the text in Message.
Click the step's save button, such as Save SMS Configuration, then close the panel. Unsaved changes now shows next to the workflow's name.
Click Save Workflow. Prospyr shows Workflow updated successfully! and Unsaved changes goes away.
After you change a workflow, run a Read only test to check it.
Turn a workflow on or off
A workflow runs only while it's on. You can turn it on or off from the list or from the editor.
On the Workflows page, click the switch in the workflow's Status column. Click it again to turn the workflow off.
In the editor, click the switch at the top, next to Test Workflow. It reads Enabled when the workflow is on and Disabled when it's off.
Either way, Prospyr confirms with Workflow enabled or Workflow disabled.
Duplicate or delete a workflow
Duplicate a workflow
Duplicate a workflow to try out changes, or to build a similar one, without touching the original.
On the Workflows page, click ⋯ at the end of the workflow's row.
Click Duplicate.
The copy appears in the list with (Copy) added to its name. It starts turned off and has no runs yet. Open it to rename it and make your changes.
Delete a workflow
On the Workflows page, click ⋯ at the end of the workflow's row.
Click Delete.
In Delete Workflow, check the name, then click Delete.
Deleting can't be undone. If you might need the workflow later, turn it off instead.
Good to know
A Read only test can't catch every problem. Steps that send messages or change records are skipped in Read only, so a step can pass a test and still fail in a real run. To check real runs, see How to Check Workflow Run History.
Turning a workflow off stops runs in progress before their next step. Steps that already ran, such as a text that was sent, aren't undone.
New copies start turned off. Turn a copy on only when it's ready.
Deleting a workflow can't be undone.