Visualizing the steps in a Workflow and ensuring that the process flows logically from start to finish.

Editing, Sessions & Version History

Summary

This article explains how editing sessions work for workflows, how changes are saved and released as new versions, how editing sessions can be handed off or taken over, and how to view, preview, compare, and roll back to previous versions.

Overview

Only one user can hold an active editing session for a workflow at a time. When a user selects Start Editing, an editing session begins, and the workflow becomes unavailable for editing by other users until the session ends. The user can save changes as a draft, release the changes as a new version, hand off the editing session to another user, or cancel the changes entirely. A user with administrator rights can also take over an active editing session from another user.

Every released version of a workflow is kept in its version history, where changes can be previewed, compared, or restored.

Key Capabilities

Editing Sessions

• Start Editing: begins an editing session, so that only the current user can edit the workflow. A workflow with an active session started by another user shows a Locked by {user} indicator instead.
• Save: saves the current changes as a draft, without releasing a new version.
• Cancel: discards all unreleased changes and ends the editing session. A confirmation is required, since discarded changes cannot be recovered.
• Finish Editing: opens the release panel to validate and release the current changes as a new version.
• Hand off to: transfers the active editing session to another user. The current draft is saved automatically as part of the handoff.
• Take Over: available only to administrators, on a workflow with an active session started by another user. Transfers the editing session to the administrator; the previous editor's unsaved changes may be lost.
  

Releasing and Versioning

• Validation before release: if the workflow has validation errors, they are listed in the release panel and must be resolved before the workflow can be released.
  
• Warnings: if the workflow has warnings but no errors, they are listed as well, but can be skipped using Continue Anyway.
• Version increment: choose whether the new version increases the Minor or Major version number. The first release of a workflow is always released as a major version.
• Release comment: a comment describing the changes is required before releasing. The comment field includes tips for writing a clear, useful comment.
• Changes preview before release: use the Changes button next to the current version number to compare the draft against the currently released version, before releasing.

Version History

• Version list: view every released version of the workflow, including its version number, author, release date, and release comment.
• Preview: view a specific past version in a read-only mode, without affecting the current draft.
  
• Compare: compare any two versions (or a version against the initial blank workflow, or against the current draft) to see which actions were added, modified, or removed, which properties changed, and whether connections between actions changed.
• Rollback: restore the workflow to a previous version. Rolling back creates a new version based on the selected one; it does not delete any version history.

Notifications

• Takeover notice: a user whose editing session is taken over by an administrator is notified that their unsaved changes may be lost, and is prompted to reload.
• Handoff notice: a user who receives an editing session through Hand off to is notified that the session has been assigned to them.
• New version notice: a user viewing a workflow that is released as a new version by someone else is notified and prompted to reload to see the latest version.
• Session status updates: other users viewing the workflow are notified in real time when an editing session starts, and when the workflow becomes available again.

How to Use

1. Open a workflow that does not have an active editing session started by another user.
2. In the top floating toolbar, select Start Editing to begin an editing session.
3. Make the desired changes to the workflow.
4. Choose one of the following:
   • Select Save to save your changes as a draft, without releasing a new version.
   • Select Finish Editing to release your changes as a new version. In the release panel:
     1. Resolve any validation errors shown. If only warnings are shown, select Continue Anyway to proceed.
     2. Choose whether to release a Minor or Major version.
     3. Enter a comment describing the changes.
     4. Select Release.
        
   • Select Cancel to discard your changes and end the editing session.
   • Select Hand off to, then select another user to transfer the editing session to them.
     
5. To view a workflow's version history, select the current version number in the top right corner.
   
   • Select View on any version to open it in read-only preview mode. Use Previous version and Next version to move between versions while previewing, or Close preview to exit.
   • Select the Compare icon on any version to compare it against another version, the current draft, or the initial blank workflow.
     
   • Select Rollback on any version to restore the workflow to that version. This creates a new version based on the selected one.

Why It Helps

• Prevents conflicting edits by ensuring only one user can hold an active editing session at a time.
• Supports handovers between users or teams without losing in-progress changes.
• Gives administrators a way to recover a workflow if an editing session is left active unexpectedly.
• Provides a complete, comparable history of released versions for review, audits, and troubleshooting.
• Allows a workflow to be safely restored to a previous version if a released change causes issues.
   

Comments on Actions & Canvas Notes 

Make workflows self-explanatory. Designers can now add comments to any action and place sticky-note style comments on the canvas to document logic, assumptions, and handover tips.

Key capabilities

• Action comments – every step now has a Comment field (in addition to Title/Display name). Use it for intent, inputs/outputs, edge cases, or ownership.
• Canvas comments (“Post-its”) – drop standalone comment blocks anywhere on the diagram to explain a group of steps, branches, or sub-flows.
• Editable titles – rename activities inline to match business wording while keeping technical behavior unchanged.
• Readable at a glance – comments are visible during design and when reviewing a released workflow, improving onboarding and audits.

How to use

1. Select any activity → open Parameters → fill Comment.
2. From the Left Bar, add Comment (canvas note) → set Title and Comment text → position it near the relevant flow section.
3. Optionally adjust the action Title to improve clarity.

Why it helps

• Faster reviews and handovers between teams.
• Clearer intent for AI/automation steps and decision gates.
• Better compliance evidence (design rationale captured alongside the flow).