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Publish workflow configuration changes

Learn how to publish your workflow configuration changes to ensure they are applied to new requests.

Before you begin

You must have made changes to a workflow configuration that you want to publish.

Roles required:

To do this You need this role assigned
Publish workflow configuration changes Admin Role or  Business Process Manager

NOTE: These roles are assigned in Platform Configuration.

Introduction

When making changes to workflows in Hornbill, you need to publish these changes for them to take effect on new requests. If you’ve made modifications to your workflows but they aren’t appearing on new requests, the changes may need to be published through the Publishing Manager. This article explains how to ensure your workflow changes are properly applied.

How to publish workflow changes

To publish workflow changes:

  1. Navigate to Configuration > Service Manager > Workflows.

  2. After making your desired changes to the workflow, save them as a new draft.

  3. In the top-right corner of the workflow configuration page, click Publishing Manager, as shown here: Publishing Manager button and workflow versions list

  4. In the Publishing Manager window, view the list of workflow versions:

    • The most recent draft appears at the top.
    • The current published version is shown next.
    • Previous versions are listed below in chronological order.

  5. To make your changes live, click Publish next to the most recent draft version.

    Important

    Publishing a new version will immediately affect all new requests that use this workflow. Existing requests will continue to use the version that was active when they were created.

  6. When prompted, confirm the publication.

  7. After publishing, create a new request to verify that your changes have been applied correctly.

Best practices

  • Always test your workflow changes thoroughly before using them in a live service. We recommend associating them to a test service with test users.
  • Consider communicating significant changes in your workflows to users before publishing them. You can use service bulletins for this.
  • Remember that publishing a new workflow version won’t affect existing requests, only new ones.
  • If you need to revert to a previous version, you can select an older version in the Publishing Manager and publish it again.

Further information

For more detailed information about workflow configuration in Hornbill, visit:

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