Change or pause a workflow
Edit a saved workflow without disturbing runs under way, switch a paused one back on, stop it starting on its own, or delete it.
Screenshots are retaken from IQ Entities on every release. Updated 14 October 2026.
Routines change: a new reviewer joins, a deadline moves, a step turns out to be unnecessary. A saved workflow can be edited at any time, and every save is kept as a new version, so runs already under way finish the way they started. Workflows must be switched on for your organisation.
Edit a workflow
Open Workflows and choose the workflow's card, or Edit on it.
Change the trigger or the steps on the canvas, as when you built it.
Choose the Review tab to read the whole workflow back as sentences under What it does, with anything left to finish listed above it. Ready to save and run. means there is nothing missing. Its name, Description and Category are set here too.
Choose Save. Under the name, the builder shows the version and how many times it has run.
Each run records the version it started with, shown beside it on the run page and in the run history.
Switch a paused workflow back on
A workflow that starts on its own and starts too many runs at once (twenty in ten minutes) pauses itself, and its owner is told. Its card in the library is marked Paused automatically.
Open the workflow. The notice at the top says when it was paused and why.
Find out what started so many runs, such as a bulk upload with a workflow set to run whenever a document is added, and change the trigger if it should not run that often.
Choose Switch back on. Its trigger starts runs again from then on.
Documents uploaded together in one go start one run between them, not one run each, so an ordinary upload does not pause a workflow.
Stop a workflow starting on its own
There is no pause switch for a workflow you want to keep but not run for a while. Set its trigger to When someone runs it and save: it then runs only when someone starts it, and keeps its steps and its past runs. Choose the old trigger again to restart it.
Delete a workflow
Hover over the workflow's card and choose the bin, then Delete. Its past runs are kept.
Tips from practice
- Make a change while a run is waiting for an approval or a reply if you need to: that run carries on with its own version, and the next run uses the new one.
- After changing a workflow that emails people, open a step and use Test up to this step before the next real run (see Add the steps of a workflow).
- Templates in the Template library cannot be edited. Choose Use template to make your own copy, then change that.