How to Archive a Workflow

Archiving moves a workflow template out of your active Library and into the Archived view. You can archive from any folder: top-level, nested team folders, or the Favorites folder.

Use it for workflows you no longer need to issue, but still want to keep on hand for reference or to restore later. Archive is the canonical way to take a workflow out of active use — there's no Unpublish action, and StringBean does not allow workflows to be deleted.

Before you Archive: dependencies

Workflow Templates with active dependencies cannot be archived right away. The most common dependency is an open Task (Service Request) that uses the workflow.

If you try to archive a workflow that's in use, you'll see an error message listing the blocking Service Requests. [Unconfirmed]

To archive the template, first either:

• Close out the Tasks (Service Requests) that use it, or
• Reassign those Tasks (Service Requests) to a different template (where possible).

Once the dependencies are cleared, you can archive the workflow

Archive a workflow

On Web

1. Go to the Team or Favorites Library and find the workflow you want to archive
2. Click the three-dot menu (⋮) in the bottom-right corner of the workflow card.
3. Select Archive Workflow

The workflow moves immediately to the Archived Library, keeping the same folder structure it had before. If it was in a nested folder, the nested folder is preserved in the Archived Library too.

Open the Archived section

1. Find the trash-can icon next to the search bar at the top right of the Library page.
2. Click the icon

When you're inside the Archived Library:

• The panel title in the top-left changes from the section selector
• The trash icon turns from hollow (with black coloring) to filled in (green)
• Clicking the icon again returns you to the Team Library.

Restore an Archived workflow

Restoring moves the workflow back to the Team Library, into the same folder it lived in before archiving. Once restored, it can be issued again as normal.

On Web

1. Open the Archived Library (see steps above).
2. Find the workflow you want to restore.
3. Click the three-dot menu (⋮) in the bottom-right corner of the workflow card.
4. Select Unarchive Workflow

The workflow will returns to its original location in the Team or Favorites Library