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Think of workflow templates and instances like cookie cutters and cookies:
  • Template = The cookie cutter (reusable pattern)
  • Instance = The actual cookie (one-time use)
You use the same cookie cutter over and over to make many cookies. Similarly, you use the same workflow template over and over to create many workflow instances.

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Templates vs Instances

Workflow Template

  • Reusable blueprint
  • Contains task definitions
  • Used to create instances
  • Edited by admins only
  • Saved in template library

Workflow Instance

  • One-time execution
  • Actual work gets done here
  • Created from a template
  • Assigned to specific people
  • Tracks real progress

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Comparison Table

AspectTemplateInstance
PurposeBlueprint for future workActual work execution
ReusabilityUsed many timesUsed once, then complete
Who CreatesAdminsSystem (from template)
Who UsesAdmins (to create instances)Team members (to do work)
ChangesUpdates affect future instancesChanges only affect this instance
Example”Employee Onboarding""Onboarding John Smith - May 2025”

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Why This Distinction Matters

Templates ensure everyone follows the same process. When you onboard 10 employees, all 10 get the exact same steps.
Update the template once, and all future instances automatically use the improved process. You don’t have to update every single workflow.
  • Admins design and maintain templates
  • Team members execute instances
This keeps your processes organized and prevents accidental changes to your master workflows.
Completed instances preserve exactly how work was done, even if the template changes later. This is crucial for audits and compliance.

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Real-World Examples

1

Template: Employee Onboarding

Admin creates a workflow template with 15 tasks covering paperwork, equipment setup, training, and introductions.
2

Instance: Onboarding Sarah Chen

When Sarah joins in March, HR creates an instance from the template. Sarah’s manager completes the 15 tasks specific to her onboarding.
3

Instance: Onboarding James Rodriguez

When James joins in April, HR creates another instance from the same template. James’ manager completes his 15 tasks.
4

Template Updated

Admin adds a new task: “Schedule security training.” This task will appear in all future onboarding instances but won’t affect Sarah’s or James’ completed workflows.

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Key Takeaways

Templates

The master copy that never changes unless an admin updates it

Instances

The working copy where actual tasks get completed

Relationship

One template creates unlimited instances
When you’re working on tasks, you’re always working in an instance. You’ll never directly interact with templates unless you’re an admin.