> For the complete documentation index, see [llms.txt](https://threadly.gitbook.io/threadly/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://threadly.gitbook.io/threadly/workflows/managing-workflows.md).

# Managing Workflows

Learn how to disable, edit, version, and monitor your workflows after they're created.

***

### Disabling a Workflow

Need to pause a workflow temporarily? You can disable it without deleting it entirely.

#### How to Disable

1. Open the **Workflows** home screen in Threadly
2. Find the workflow you want to disable
3. Click on the workflow to open it
4. Click the **Disable** or **Deactivate** button

The workflow's status will change from **Active** to **Inactive**, and it will stop triggering.

#### When to Disable vs. Archive

| Action      | Use When                                   |     Can Reactivate?     |
| ----------- | ------------------------------------------ | :---------------------: |
| **Disable** | Temporary pause — you plan to use it again |          ✓ Yes          |
| **Archive** | Permanent removal — you no longer need it  | ✓ Yes, but not intended |

#### Re-enabling a Workflow

To turn a disabled workflow back on:

1. Open the workflow
2. Review the configuration to ensure it's still correct
3. Click **Publish** or **Activate**

The workflow will return to **Active** status and begin triggering again.

{% hint style="info" %}
Disabling a workflow does not affect users who have already received it. It only prevents new triggers from firing.
{% endhint %}

***

### Editing and Versioning Workflows

When you edit an active workflow, Threadly creates a new version to protect your live automation.

#### How Versioning Works

1. **You click Edit** on an active workflow
2. **A draft is created** — the live version continues running
3. **You make changes** — edits only affect the draft
4. **You publish** — the new version becomes active, replacing the old one

This means your workflow never stops running while you're making edits.

#### Creating a New Version

1. Open the **Workflows** home screen
2. Click on the workflow you want to edit
3. Click **Edit Workflow**
4. Make your changes to triggers, actions, or settings
5. Click **Publish** to save and activate the new version

#### What You Can Edit

| Can Edit                                | Cannot Edit  |
| --------------------------------------- | ------------ |
| Workflow name                           | Trigger type |
| Actions/steps                           | —            |
| Action order                            | —            |
| Message content                         | —            |
| Destinations                            | —            |
| Delays                                  | —            |
| Settings (allowed days, cooldown, etc.) | —            |

{% hint style="warning" %}
**Trigger types cannot be changed.** If you need a different trigger, create a new workflow and archive the old one.
{% endhint %}

#### Version History

Threadly keeps a history of all published versions of your workflow. Each version records:

* Version number
* When it was created
* Whether it was active
* Any version notes

This lets you track changes over time and understand how your workflow has evolved.

***

### Accessing Workflow Logs

Workflow logs show you exactly when your workflows ran, who triggered them, and whether they succeeded or were skipped.

{% hint style="info" %}
**Important:** Workflow logs are separate from Threadly's main activity logs. You access them directly from each workflow.
{% endhint %}

#### How to Access Workflow Logs

1. Open the **Workflows** home screen
2. Click on the workflow you want to inspect
3. Click **View Logs** or the **Logs** tab

You'll see a list of all executions for that specific workflow.

#### What's in the Logs

Each log entry shows:

| Field            | Description                               |
| ---------------- | ----------------------------------------- |
| **Triggered at** | Date and time the workflow fired          |
| **Triggered by** | The user or event that caused the trigger |
| **Channel**      | The channel involved (if applicable)      |
| **Status**       | Whether it completed or was skipped       |
| **Skip reason**  | Why it was skipped (if applicable)        |
| **Steps**        | Status of each action in the workflow     |

#### Understanding Log Statuses

**Workflow Status**

| Status          | Meaning                                           |
| --------------- | ------------------------------------------------- |
| **Completed**   | All steps executed successfully                   |
| **Skipped**     | Workflow was skipped before running any steps     |
| **In Progress** | Workflow is currently executing (may have delays) |

**Step Status**

| Status        | Meaning                                                 |
| ------------- | ------------------------------------------------------- |
| **Executed**  | Step completed                                          |
| **Scheduled** | Step is queued to run (usually after a delay)           |
| **Failed**    | Step encountered an error                               |
| **Canceled**  | Step was canceled (workflow was disabled mid-execution) |

#### Common Skip Reasons

If a workflow shows as "Skipped," check the skip reason:

| Skip Reason             | What It Means                                                        | How to Fix                                                   |
| ----------------------- | -------------------------------------------------------------------- | ------------------------------------------------------------ |
| `day_filter`            | Triggered on a day not in "Allowed Days"                             | Adjust allowed days in settings, or wait for an allowed day  |
| `cooldown`              | User/channel triggered within the 60-minute cooldown window          | Wait for cooldown to expire, or disable cooldown in settings |
| `reenrollment_disabled` | User/channel already received this workflow and re-enrollment is off | Enable re-enrollment in settings if you want repeats         |
| `creator_skip`          | You triggered your own workflow                                      | Have a teammate test, or use a test account                  |
| `form_filter_not_met`   | Form submission didn't match your filter criteria                    | Check your form filters or submit a form that matches        |

#### Filtering and Searching Logs

You can filter logs to find specific executions:

* **By date range** — See logs from a specific time period
* **By status** — Show only completed or only skipped
* **By user** — Find executions triggered by a specific person

#### Using Logs to Troubleshoot

**Workflow not triggering?**

1. Check if there are any log entries at all
2. If entries exist but show "Skipped," check the skip reason
3. If no entries, verify the trigger configuration

**Messages not sending?**

1. Find the log entry for the execution
2. Expand the steps to see individual action statuses
3. Look for "Failed" status and check the error details

**Wrong timing?**

1. Check the "Triggered at" timestamp
2. Verify your timezone settings in Allowed Days
3. For scheduled workflows, confirm the schedule configuration

***

### Cloning a Workflow

Need a similar workflow with slight changes? Clone an existing one instead of starting from scratch.

#### How to Clone

1. Open the **Workflows** home screen
2. Find the workflow you want to copy
3. Click the **...** menu (or right-click)
4. Select **Clone** or **Duplicate**

A new workflow is created with:

* All the same actions and settings
* "Copy of \[Original Name]" as the name
* **Inactive** status (so it doesn't run until you're ready)

#### When to Clone

* Creating variations for different channels or teams
* Testing changes without affecting the live workflow
* Building similar workflows with minor differences

***

### Archiving a Workflow

When you no longer need a workflow, archive it to remove it from your active list.

#### How to Archive

1. Open the workflow
2. Click **Archive** (or find it in the **...** menu)
3. Confirm the action

#### What Happens When You Archive

* Workflow stops running immediately
* It's removed from your main workflow list
* It moves to the "Archived" filter view
* All historical logs are preserved

#### Viewing Archived Workflows

1. Go to the **Workflows** home screen
2. Click the **Status** filter
3. Select **Archived**

You'll see all previously archived workflows.

***

### Workflow Permissions

Not everyone can edit every workflow.

#### Who Can Edit

| Role                   |             Can Edit            |
| ---------------------- | :-----------------------------: |
| **Workflow creator**   |      ✓ Their own workflows      |
| **Workspace admin**    |          ✓ Any workflow         |
| **Other team members** | ✕ Cannot edit others' workflows |

If you need to edit a workflow you didn't create, ask the creator or a workspace admin.

#### Transferring Ownership

Currently, workflow ownership cannot be transferred. If the original creator leaves, a workspace admin can manage or recreate the workflow.

***

### Best Practices

1. **Name workflows clearly** — Include the trigger type and purpose so you can find them later
2. **Check logs regularly** — Especially after creating or editing a workflow, verify it's running as expected
3. **Use disable, not archive** — If you might need the workflow again, disable it instead of archiving
4. **Document your workflows** — Keep notes on what each workflow does and why, especially for complex automations
5. **Test before publishing** — After editing, have a teammate trigger the workflow to verify it works
6. **Review skip reasons** — If a workflow has many skipped executions, investigate whether your settings need adjustment

***