> 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

Manage Threadly workflows after they're live: edit and publish changes, deactivate, create a new version, delete, and use workflow logs to troubleshoot skipped or failed runs.

How to edit, pause, copy, delete and monitor your workflows after they're created.

***

### The Workflows screen

On the Home tab, under **Workflows & Segments**, click **Workflows**. Every workflow in your workspace is listed with its trigger, status and creator. Use the filters to narrow the list:

* **Sort by: Status**: All, Active or Inactive
* **Sort by: Trigger**: for example On Schedule, Channel Meets Criteria, New Member Joins Channel or HubSpot Contact Workflow
* **Created by**: All Workflows or My Workflows

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### Editing an active workflow

1. Open the workflow and click **Edit Workflow**.
2. Threadly saves a backup of the current version, and the workflow shows 🟡 *being edited*.
3. Make your changes to steps, messages or settings.
4. Click **Publish Workflow** to put it back live.

{% hint style="warning" %}
While a workflow is being edited it's **paused**, so triggers that happen before you publish won't run it. Publish as soon as you're done.
{% endhint %}

#### What you can edit

| Can edit                                                          | Can't edit   |
| ----------------------------------------------------------------- | ------------ |
| Name and settings (sender, re-enrollment, cooldown, allowed days) | Trigger type |
| Steps, their order, message content and destinations              | —            |
| Trigger configuration (channels, form, filters, schedule)         | —            |

**Trigger types can't be changed.** If you need a different trigger, create a new workflow and delete the old one.

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### Deactivating a workflow

Open the workflow and click **Deactivate Workflow**. It stops triggering immediately, and any steps still waiting to run (for example after a Delay) are cancelled. People who already received messages aren't affected.

#### Turning it back on

A deactivated workflow shows 🔴 *inactive* with a **Create New Version** button. Click it to create a fresh, inactive copy of the workflow with the same trigger, steps and settings. Review it, then click **Activate Workflow**.

**Create New Version** is also the way to copy a workflow as a starting point for a similar one.

***

### Deleting a workflow

Open **Workflow Settings** and, under **DANGER ZONE**, click **Delete**. The workflow stops running, any pending steps are cancelled, and it's removed from your list.

***

### Workflow logs

Logs show every time a workflow ran, or was skipped and why.

#### How to open them

Open an active workflow and click **View Logs**.

Each entry shows:

* ✅ **Triggered on** *date*, and the person or channel it ran for, or
* ⏩ **Skipped on** *date*, with the reason

Click an entry to see **Step Details**: each step, when it was scheduled and executed, where messages went, and the result. Use **Refresh Logs** to update, and the page buttons to go back in time.

#### Skip reasons

| Skip reason                                  | What it means                                                                             | How to fix it                                   |
| -------------------------------------------- | ----------------------------------------------------------------------------------------- | ----------------------------------------------- |
| **Not an allowed day**                       | Triggered on a day not in Allowed Days. The log shows the day, allowed days and timezone. | Adjust Allowed Days or the timezone in settings |
| **Within cooldown period**                   | Ran for this person or channel in the last 60 minutes                                     | Wait, or turn the cooldown off                  |
| **Already received (reenrollment disabled)** | This person or channel has already been through the workflow                              | Turn re-enrollment on if you want repeats       |
| **Sender is workflow creator**               | For Message Posted workflows, messages from the creator don't trigger it                  | Have a teammate test                            |

Form Submission workflows with filters only run for submissions that match your filters.

#### Troubleshooting

**Not triggering at all?** Check that the workflow is active (not inactive or being edited), that Threadly is in the channels the trigger watches, and that the trigger is configured.

**Messages not sending?** Open the log entry's **Step Details** and look for errors. If the workflow sends as someone else, check that they approved.

**Wrong timing?** Check the timezone in **Workflow Settings → Allowed Days**. On Schedule workflows use that timezone.

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### Workflow permissions

| Role                 |        Can edit       |
| -------------------- | :-------------------: |
| **Workflow creator** | ✓ Their own workflows |
| **Threadly admin**   |     ✓ Any workflow    |
| **Everyone else**    |      ✕ View only      |

Workflow ownership can't be transferred. If the creator leaves, an admin can manage the workflow or recreate it.

***

### Best practices

1. **Name workflows clearly.** Include the trigger and purpose.
2. **Check logs after every change** to confirm it's running as expected.
3. **Deactivate rather than delete** if you might need it again.
4. **Publish edits promptly.** Workflows are paused while being edited.
5. **Review skip reasons.** Lots of skips usually means a setting needs adjusting.