Archiving a Workflow

How to archive a Magnus Workflow?

Non-admin users can archive/un-archive workflows that they own or are delegated to.

Admins can archive/un-archive any workflows.

Archiving a workflow has these effects:

1. User can no longer run the archived workflow manually.
2. The archived workflow will no longer be executed by the scheduler.  The scheduler ignores all archived workflows.
3. The archived workflows will no longer be displayed in the Workflows Browser by default.  But user can check “Show Archived” to reveal them.

 To archive a workflow:

1.  If the workflow is not owned by you, nor delegated to you, then you need to first enable Advanced Admin.
2. Click on [Workflows] to open the Workflows Browser.
   
3. Type the workflow Id in the Content textbox.
4. Select “All Workflows” in the dropdown.
   
5. Locate the workflow Id.
6. Click on the … icon.
   
7. Click on Archive.
   
8. The workflow will be loaded in Workflow Editor, with “Archived” checked.
9. Make sure that “Delete Permanently” IS NOT CHECKED.  You do not want to delete this workflow accidentally. 
   
10. Click Save.

How to delete a Magnus Workflow permanently?

Only admins can delete a Magnus workflow permanently.

IMPORTANT: This is a permanent hard deletion, and once deleted, the workflow CANNOT be recovered.  The protocol to adhere to is first archive the workflow, wait a week or more to make sure nothing is affected.  Only when confirmed, delete the workflow permanently.

Deleting a workflow means:

1. The workflow definition, along with its revisions, will be permanently deleted.
2. The workflow execution history will be permanently deleted.

To delete a workflow permanently:

1. Make sure that no Trigger is referencing this workflow:
   
   1. Click on [Triggers].
      
   2. Select [All Triggers] in the dropdown.
   3. Make sure that you do not see the workflow ID in the column “Workflow to Execute”.
      
   4. If you see the workflow ID, you need to first delete the respective Trigger before continuing to the next step.
2. If the workflow is not owned by you, nor delegated to you, then you need to first enable Advanced Admin.
3. Click on [Workflows] to open the Workflows Browser.
   
4. Type the workflow Id in the Content textbox.
5. Select “All Workflows” in the dropdown.
6. Locate the workflow Id.
7. Click on the … icon.
   
8. Click on Archive.
   
9. Check both “Archived” and “Delete Permanently”.
   
10. Click Save.