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Workflow Templates

Purpose

Browse and manage workflow templates on the Templates tab of the Workflows page. Published templates can run automatically on file uploads when attached to a department, folder, or global scope. Draft templates remain editable until you publish them.

Prerequisites

  • You are signed in to EisenVault One.
  • Workflow features are enabled in your environment (see Environment availability below).
  • Your account has the create_edit_approvals permission to create, edit, publish, clone, or archive templates, or view_approval_flow to browse templates and runs.

Environment availability

In non-production environments (staging and development), Workflow appears in the left navigation. In production builds, the Workflow navigation item is hidden even though workflow APIs may still exist.

Before You Begin

The Templates tab shows all workflow templates in your tenant. Summary cards at the top display:

Card Meaning
Total All templates in this tenant
Published Live and executable templates
Drafts Templates not yet published
Active runs Workflows currently executing — click the card to open the Runs tab

The Active runs card is fully clickable. Its hint text reads Currently executing — view runs. Click anywhere on the card to switch from Templates to Runs and review in-progress executions.

Published templates run on file uploads when attached to the configured scope. Drafts stay editable until you publish.

To design a new workflow from scratch, click + New workflow to open the Workflow Builder.

Open the Templates Tab

  1. Sign in to EisenVault One.
  2. Click Workflow in the left navigation.
  3. Confirm the Templates tab is selected.

Search and Filter Templates

Use the toolbar above the template list to narrow results:

Control Options
Search Search by workflow name or template key
Scope All scopes, Department, Folder, or Global
Status All status, Draft, Published, or Archived

Click the refresh icon to reload the list after changes.

Template List Columns

Each row in the template table shows:

Column Description
Workflow Template name and template key
Scope Where the template is attached — for example Folder, Department, or Global
Version Current template version (for example v1)
Status Published, Draft, or Archived
Last updated When the template was last modified
Actions Row menu for template actions

Manage Templates

Open the actions menu (⋮) on a template row to:

  • Edit — open the template in the Workflow Builder.
  • Publish — make a Draft template live without opening the builder (available only while status is Draft).
  • Clone — create a copy of the template.
  • Archive — move the template out of active use.

Archive a template

When you choose Archive, EisenVault One asks you to confirm. The dialog explains:

Archived workflows no longer match new uploads. Active runs are blocked from archiving.

Confirm Archive to proceed, or Cancel to keep the template active. Templates with active runs cannot be archived until those runs finish.

Publish a Template

You can publish a draft template in either place:

From the template list

  1. On the Templates tab, open the ⋮ menu on a Draft row.
  2. Click Publish.
  3. The template status changes to Published and can match new file uploads at its configured scope.

From the Workflow Builder

  1. Open a draft template in the Workflow Builder.
  2. Review approval steps, approvers, scope, and rules.
  3. Click Publish when the template is ready for production use.

After publishing, the template appears with Published status and can execute automatically when files are uploaded to its attached department, folder, or global scope.

Example Walkthrough

  1. Open Workflow and select the Templates tab.

    Workflows Templates tab with summary cards and template list

  2. Use Scope and Status filters to find a specific template.

  3. Open the ⋮ menu on a template row for Edit, Publish (draft only), Clone, or Archive.
  4. Click the Active runs card to jump to the Runs tab when executions are in progress.
  5. Click + New workflow to create a new template in the Workflow Builder.

Expected Result

  • The template list reflects your search and filter choices.
  • Published templates are available for automated execution on upload.
  • Draft templates can be edited or published from the builder or the row menu.
  • Version numbers update when template definitions change.

Troubleshooting

If the Templates tab shows Could not refresh list, Failed to load workflows, or an HTTP 421 error, the workflow template API did not return data. Summary cards may show dashes and the table may be empty.

Try Refresh, confirm create_edit_approvals or view_approval_flow permission, and ask your administrator to verify the workflow service on the deployment. See also Workflow Runs — Troubleshooting.