How to
Manage individual flows in various states

Navigate the Flow details page

This article covers the management of individual flows within the Workflow Studio, specifically focusing on the actionable steps depending on a flow's current state.

Understanding flow status and commands

Flows can exist in different states, each permitting distinct actions. This article details each state and its permissible state change commands to facilitate precise flow management.

On the Flows page, the status of a flow determines which commands can be used.

Active

Flows in the Active state are executing according to their predefined configuration, actively engaging with triggers and performing tasks as specified.

Commands available

• Edit: Create a new draft version on top of the current, active version. Learn more about editing active flows here.
• Drain: Stop new experiences, whilst allowing active experiences to continue to completion. Useful for phasing out a flow without disrupting currently active experiences.
• Terminate: Immediately stop all experiences of the flow and prevent it from being restarted. Ideal for when a flow is no longer needed or is being replaced.
• Duplicate: Create an exact copy of the flow. Ideal for testing changes or creating backups without altering the active flow.

Archived

Flows in the Archived state are inactive, preserved for reference or potential future activation, and hidden from the default flow list.

Commands available

• Unarchive: Make the flow visible again in the default list with its Terminated status intact.
• Delete: Permanently remove the flow and all its related data.
• Duplicate: Make a copy of the flow, which can be activated or edited as needed. Useful for reusing previously successful configurations as a template for new flows.

Draft

Flows in the Draft state are saved but not yet activated. This includes -

• A new flow that has not been activated.
• A newly duplicated flow that has not been activated.
• A new draft version of a flow on top of an active flow. This is indicated by a 'Drafting' indicator in the flow list, next to the flow name.

Commands available

• Delete: Permanently remove the flow and all its related data.
  • Delete draft appears when the draft flow on top of an active flow is selected in the version history menu.
• Duplicate: Make a copy of the flow. Ideal for experimenting with variations of a flow without modifying the original draft.

Draining

Flows in the Draining state are in the process of being phased out, finishing active experiences without initiating new ones. This step is final, a drained flow cannot be reactivated.

Commands available

• Duplicate: Make a copy of the flow. Useful for archival purposed or to make adjustments for new use cases.
• Terminate: Stop a draining flow to finalise its cessation, leaving the active version unaffected and still running.

Error

Flows in the Error state have encountered operational issues either during active execution or while draining.

Commands available

• Duplicate: Make a copy of the flow. Useful for preserving the current state of the flow before attempting any corrective measures.
• Terminate: Ends the flow's operation. Following termination, the flow can be archived for reference or deleted to remove it from the system entirely. Ideal for managing flows that cannot be corrected or are no longer needed.

Terminated

Flows in the Terminated state have been halted and are no longer active. They cannot be reactivated but remain visible for reference.

Commands available

• Archive: Hide the flow from the main list to reduce clutter while keeping data accessible. To view archived flows, navigate to Flows and filter by Archived status.
• Delete: Completely remove the flow from the system, including its historical data.
• Duplicate: Make a copy of the flow. Useful for archival purposed or to make adjustments for new use cases.

How to manage flows

1. Go to the Flows and click on the view icon beside the active flow to access its details.
2. In the Flow details page, find and select 'More' in the upper right corner to reveal a dropdown menu presenting options like Archive, Unarchive, Delete, Duplicate, Drain, and Terminate. These options are enabled based on the flow's current state.
   • Archive: Use this option to store the flow while keeping its data intact, removing it from the active list.
   • Unarchive: If you've archived a flow, you can make it visible again in the main list, maintaining its Terminated status.
   • Delete: Permanently delete the flow from the Workflow Studio when it's no longer needed or relevant.
   • Duplicate: Create an exact copy of the flow. This is especially useful for testing changes or creating backups.
   • Drain: Prepare the flow to be phased out by stopping the initiation of new experiences while allowing active ones to complete.
   • Terminate: Cease all activities of the flow immediately, effectively ending its active state.