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When to Edit Workflow Templates

You should edit workflow templates when:

Process Changes

Your business process has evolved and the workflow needs updating

User Feedback

Team members report confusing tasks or missing steps

Optimization

You’ve identified ways to make the workflow more efficient

Error Correction

You’ve discovered mistakes or gaps in the template

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Finding Templates to Edit

1

Navigate to Workflow Templates

Go to Administration > Workflows Templates.
2

Search or Filter

Find the template you want to edit from the “All Workflow Templates” list:
  • Search by name
  • Filter by category
  • Sort by usage, date created, or name
3

Click Template Name

Click on the name of the template you wish to edit. This will open the workflow template builder in edit mode.

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Editing Template Details

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Updating Template Information

  • Click the template name to edit it
  • Use clear, descriptive names
  • Include version numbers if you maintain multiple versions (e.g., “Employee Onboarding v2.0”)
  • Update the template description to reflect current purpose
  • Include when this template should be used
  • Note any recent changes or important details
  • Change the category if the template’s purpose has shifted
  • Categories help organize your template library
  • Add or remove tags to improve searchability
  • Examples: “onboarding”, “finance”, “quarterly”, “acquisition”

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Adding Tasks to Existing Templates

1

Click 'Add Task'

In the template editor, click Add Task where you want the new task to appear.
2

Enter Task Details

Fill in all task information:
  • Task name
  • Description
  • Priority
  • Estimated duration
  • Assignment
  • Evidence requirements
3

Position the Task

Drag and drop the new task to the correct position in the workflow order.
4

Set Dependencies

Define any dependencies for the new task:
  • What tasks must be completed before this one?
  • Are there tasks that depend on this new task?
5

Save Changes

Click Save to add the task to the template.
When adding tasks to existing workflows, think carefully about dependencies. New tasks might affect the workflow’s critical path and timeline.

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Modifying Existing Tasks

Click on any task in the template to edit its details:

Task Name & Description

Clarify unclear instructions or update outdated information

Priority Level

Adjust if task importance has changed

Estimated Duration

Update based on actual completion times

Assignment

Change role or person responsible

Dependencies

Add, remove, or modify task dependencies

Evidence Requirements

Update what evidence is needed

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Making Task Descriptions More Helpful

Transform vague task descriptions into clear, actionable instructions: Before: Review financial documents After: Review and verify all financial documents for accuracy: Compare balance sheet to bank statements Verify all revenue transactions have supporting invoices Check expense categorization for accuracy Confirm no duplicate entries exist Flag any discrepancies for the Finance Director Upload completed verification checklist as evidence.
Good task descriptions answer: What should I do? Why does it matter? How do I do it? What do I deliver?

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Removing Tasks from Templates

1

Select the Task

Click on the task you want to remove.
2

Check Dependencies

Before deleting, check if other tasks depend on this one:
  • The system will show a warning if dependencies exist
  • You’ll need to update or remove those dependencies first
3

Click 'Delete Task'

Click the Delete icon or button for the task.
4

Confirm Deletion

Confirm you want to permanently remove the task.
Deleting a task from a template doesn’t affect existing workflow instances - only future instances created from this template.

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Reordering Tasks

Change the order tasks appear in the workflow:

Drag and Drop

Click and drag tasks to reorder them in the list

Manual Numbering

Enter specific order numbers for precise control
Remember: Task order (how they appear) is different from dependencies (when they can start). Reordering tasks doesn’t change their dependencies.

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Updating Task Dependencies

Dependencies are critical to workflow logic. Update them carefully:

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Adding New Dependencies

1

Select the Task

Click the task that should depend on another task.
2

Click 'Add Dependency'

In the task detail panel, click Add Dependency.
3

Choose Prerequisites

Select which task(s) must complete before this task can start.
4

Set Dependency Logic

Choose AND (all must complete) or OR (any can complete).
5

Save

Click Save to apply the new dependency.

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Removing Dependencies

1

Select the Task

Click the task with dependencies you want to remove.
2

View Dependencies

See the list of tasks this task depends on.
3

Click 'Remove'

Click the X or Remove button next to the dependency.
4

Confirm

Confirm you want to remove the dependency.

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Visualizing Dependencies

Many workflow editors provide a visual dependency graph. Use this to:
  • See the workflow’s critical path
  • Identify bottleneck tasks
  • Spot circular dependencies
  • Understand workflow complexity

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Version Control for Workflows

When making significant changes to templates, consider version control:

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Creating a New Version

1

Duplicate Template

Instead of editing the current template, click Duplicate Template.
2

Name New Version

Name it with a version number: “Employee Onboarding v2.0”
3

Make Changes

Edit the new version with your improvements.
4

Test New Version

Create test instances to verify the new version works correctly.
5

Set as Active

Mark the new version as the active template for future instances.
6

Archive Old Version

Keep the old version archived for historical reference.

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When to Version vs Edit

ScenarioVersion (Duplicate)Edit (Modify)
Minor fixes (typos, clarifications)NoYes
Adding 1-2 tasksNoYes
Major restructuringYesNo
Changing process flowYesNo
Testing experimental changesYesNo
Removing multiple tasksYesNo
When in doubt, create a new version. It’s safer and preserves the existing template in case you need to roll back.

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Impact of Template Changes

Understanding what happens when you edit templates:
Not AffectedChanges to templates don’t affect workflows that are already in progress. Those workflows continue using the template version they were created from.This ensures consistency - you won’t disrupt work already underway.
Use New VersionAll new instances created from the template after your changes will use the updated version.This is how improvements propagate to future work.
Historical Record PreservedCompleted workflows remain exactly as they were completed, even if the template changes later.This maintains an accurate historical record for audits and reference.
If you need to apply changes to active instances, you’ll need to manually update those instances individually. The system won’t auto-update in-progress work.

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Best Practices for Editing Templates

Before making changes:
  • Ask users what’s confusing or missing
  • Review completed instances to see where people struggled
  • Collect data on task completion times
  • Identify patterns in evidence uploads
Don’t edit templates constantly. Batch related changes together:
  • Collect feedback over several weeks
  • Make all improvements at once
  • Test thoroughly
  • Deploy the updated template
This prevents template churn and confusion.
When you update a template, notify users who work with it:
  • Send an email summarizing changes
  • Highlight new or modified tasks
  • Explain why changes were made
  • Offer training if changes are significant
Always test edited templates:
  • Create a test instance
  • Walk through the entire workflow
  • Verify dependencies work correctly
  • Confirm task descriptions are clear
  • Check that evidence requirements are reasonable
Keep a record of template changes:
  • What changed
  • Why it changed
  • Who made the change
  • When it was deployed
This helps when troubleshooting or understanding process evolution.

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Common Template Issues and Fixes

Problem: Estimated task durations are too short.Fix: Review actual completion times from instances and update estimates to be realistic.
Problem: Evidence requirements aren’t clear or are too burdensome.Fix: Clarify exactly what evidence is needed and why. Make requirements reasonable.
Problem: Dependencies are too strict or tasks are poorly sequenced.Fix: Review dependency structure. Can some tasks run in parallel? Are all dependencies truly necessary?
Problem: Instructions are vague or assume too much knowledge.Fix: Rewrite descriptions to be step-by-step. Add examples, links to resources, and expected outcomes.
Problem: Template doesn’t match actual work practices.Fix: Involve process owners in redesigning the template to reflect reality, not ideals.

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Advanced Template Features

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Conditional Tasks

Some platforms support conditional tasks that only appear if certain conditions are met.Example: “If acquisition value > $5M, complete extended due diligence”Check with your admin if this feature is available.

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Task Templates Within Workflows

Create standardized task definitions that can be reused across multiple workflow templates.Example: A “Standard Legal Review” task that’s identical in 10 different workflows.Update the task once, and all workflows inherit the change.

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Automated Task Assignments

Set up rules that automatically assign tasks based on:
  • Workflow context (e.g., who initiated the workflow)
  • Data fields (e.g., acquisition location)
  • Workload balancing
  • Expertise matching

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Next Steps

Start Using Workflows

Learn how to create and start workflow instances

Generate from Guides

Use AI to create workflows from documentation