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Delete or archive a workflow template

Workflow templates that are no longer needed can be archived or deleted. This article covers the difference and how to do each.

There is no separate "archive" state​

The workflow list only has two statuses: Draft and Published. There is no dedicated archived state that keeps a template around read-only outside of those two. The closest equivalent to archiving is reverting a published template back to draft, which removes it from being available for new assignments while keeping it (and its full configuration) intact and editable.

Reverting a published template to draft​

  1. Go to Admin Console → Workflows.
  2. Click the Revert to draft icon (archive icon) in the Actions column of a published template — this only appears for published templates.
  3. Confirm in the dialog. The confirmation explicitly notes: "[Template] will become a draft and will no longer be available for new assignments. Active instances already running are not affected."

Reverting requires the Manage workflow permission. The template remains in the list as a draft — you can edit it further and publish it again later.

Deleting a template​

  1. Click the Delete icon (trash icon) in the Actions column.
  2. Confirm in the dialog, which warns "Are you sure you want to delete '[name]'? This cannot be undone."

Deleting requires the Delete workflow permission and is permanent — unlike reverting to draft, there is no way to recover a deleted template. If you want to preserve a template's configuration for reference while retiring it, revert it to draft instead of deleting it.