Workflows: switch automations on and off

How to see your automated workflows, switch each one on or off, and check what each one has done.

Where: web · Who can use it: Everyone signed in can open the Workflows page and see the list. Switching a workflow on or off needs the Workflows Manage permission.

Screens may differ slightly from what you see.

What it is for

Workflows are automations that run in the background. The Workflows page (Automation > Workflows) lists them, shows which are active or paused, and lets you switch them on or off. It also shows the history of what each one did.

The page explains: "Workflows run automatically in the background. Time-based workflows are checked every 15 minutes. Status-change workflows fire instantly when a quote transitions."

Who can use it

See the list and history: every signed-in user. The menu entry has no permission rule.
Switch on or off: needs the permission Workflows Manage, shown on the Permissions screen as "Create, edit, delete and switch on or off automated workflows (they can email customers)". If you lack it, the page shows "You do not have permission to switch workflows on or off. Ask a director or the owner."
Create, edit or delete a workflow: the server supports this with the same permission, but this page has no screen for it. Only the on/off switch and history are on the page.

How to use it

See your workflows

Open Workflows from the Automation section of the menu.
The top shows three counts: Total Workflows, Active and Paused.
Each workflow shows its name, a description, a badge for its trigger (Time-based, Status Change or Event) and a badge for Active or Paused.

Switch a workflow on or off

Find the workflow.
Use its switch.
Check the badge changes. If a red message appears, the change did not happen. Read it. It will either be the permission message above or "Could not change the workflow. Check your connection and try again."

The server records each switch in the audit trail.

Check what a workflow has done

Select the history button on the workflow (its tooltip is "View execution history").
The list shows each run with its date and time and its status.
If nothing has run, the page shows "No executions yet for this workflow."

Tips

Workflows can email customers. The permission text says so. Read a workflow's description before you switch it on.
If a customer says they were emailed unexpectedly, check the history first, then the Audit trail.
If you see "No workflows configured", the page says workflow templates are seeded on first startup.

Things to know

Some workflows are system workflows.
Time-based workflows are checked every 15 minutes, so a change may take up to that long to show an effect.
Switching a workflow off does not delete it.

Common questions

How often do automated workflows run in IBIOS?

The page says time-based workflows are checked every 15 minutes, and status-change workflows fire instantly when a quote transitions. Each switch is recorded in the audit trail, and the page shows the history.

Who can switch a workflow on or off?

People with the Workflows Manage permission, which covers workflows that can email customers. Everyone signed in can see the list and history. Without it the page says to ask a director or the owner.