Manage workflows
Being able to manage your workflows effectively means that you are more likely to have a structured approach and be able to filter/move and edit your workflows with ease.
Moving WorkflowsCopy
Understanding Workflow directions is an important step in managing access to your workflows.
Workflows can be moved between workspaces but the direction of the move depends on the workspace type:
Organization
Personal
Workspaces
In order to move any workflow, you will need a role of 'Admin' or higher in the organization.
Potential Workflow movesCopy
Please be sure to read the Important note on moving workflows and authentications below
The reason for limited movement is to prevent accidental sharing and / or because of restricted access to workflows you may want to share.
If you need to move a workflow in a direction that is not currently available know that you can either Duplicate it or Export it from the current space and Import said workflow to the destination workspace (provided you have the access level to do so).
Available Workflow MovesCopy
Personal -> Shared Workspace (see Authentications Note below)
Personal -> Organization (see Authentications Note below)
Organization <-> Shared Workspace
Shared Workspace <-> Shared Workspace
Unavailable Workflow MovesCopy
Organization -> Personal
Shared Workspace -> Personal
Authentications NoteCopy
IMPORTANT!: All workflows must have their Personal Authentications either updated or removed before the workflow itself can be relocated to another Shared workspace / Organisation.
If the Authentications being used are not also available within the destination Workspace / Organization then it is best practice to remove or update the authentications before proceeding.
This will always be true for Personal Authentications as they are private by nature.
Please use the following method when you wish to move a Workflow that has a Personal Authentication inbuilt:
Remove the Personal authentication from the workflow you wish to migrate.
You can then either:
Leave the authentication within your Personal workspace.
Move it to the destination Workspace.
Move the Workflow to the destination Workspace.
Select your authentication. You can either:
Create a new authentication.
Select an existing one.
Use the authentication you migrated from your Personal workspace.
PLEASE NOTE: This method also works for workflow authentications that have a shared authentication that is not available within the new destination.
You will either need to remove the authentication or - if you have the correct access levels - update the existing one as outlined above.
How to MoveCopy
Please note that if workflows are already in Production or are mission critical we strongly advise that you handle your migration with caution.
We recommend you schedule an allocated time to disable your old workflows and enable the new workflows in order to minimize downtime.
Move method (basic)Copy
Generally speaking we recommend this method where possible as it is simplest to implement and also preserves your stored data history - with the exception of account level storage - see the following Important Note:
Step by step explanation:Copy
Duplication methodCopy
This is a potentially fast method (especially for those who have a large number of workflows to migrate) because duplication automatically disassociates all attachments from your workflows.
This does however mean that you will need to reattach them at a later point:
Authentications (shared & private)
Callable workflows
Alert workflows
Webhook trigger URLs: Duplication creates a new URL. You will need to add this new URL to the service associated with your Webhook trigger before the workflow can be used.
Step by step explanation:Copy
Export / Import methodCopy
This method allows you to Import / Export single workflows and Projects.
Both use automated authentication mapping for version control.
Use the first method if you have a single workflow(s) from various locations that need to be migrated.
Use the second if you already have a Project folder containing several workflows as it can move all its dependencies in one go.
Step by step explanation: SINGLECopy
Step by step explanation: PROJECTCopy
Movement issuesCopy
You may receive a message similar to the below which prevent you from moving your workflows.
There are several reasons that you might be prevented from migrating. In most cases simply removing the authentications and / or connected workflows before trying to migrate will resolve your issues.
For issues beyond the above see our notes below for possible solutions.
Moving Personal & other users' workflowsCopy
Your Workspace Role access level will dictate what workflows you can and cannot migrate.
Only Organization owners and Admins can move other peoples Personal workflows into the organization or a shared workspace of their choosing.
This is done by navigating through Profile Settings -> People.
Workflow contains significant data storageCopy
If your workflow contains significant data storage it may be prevented from being moved.
This is also true if your workflow has ever used account level scope storage in conjunction with either the Data Storage or CSV connectors. Even if your current workflow version does not.
This is deliberate and so as to not accidentally expose important data to new audiences.
If this applies then you will receive a warning message when attempting to move the workflow.
We recommend in such scenarios that you use either the Duplicate or Export / Import methods as outlined above.
IMPORTANT!: Using either method (Duplication or Export / Import) will reset all your previously stored data. So please use with caution.
Connected workflowsCopy
You may also be prevented from moving workflows that are connected to authentications or Callable workflows not accessible by the destination.
In that scenario edit the workflow accordingly and remove any connected callable workflows or authentications as outlined in the above Authentications note.
Workflow labelsCopy
Tray.io highly recommends adding labels to workflows. It makes filters and searches much easier and helps you structure your projects.
Underneath the title of your workflow, there is a plus sign. Use this to add and create your workflow labels.
