Published at: 2026-09-17
Manage workflows
Manage Workflow creation, search, Enablement, Disablement, Copy, Export, and Field allow list configuration.
Overview
Workflow management lets admins centrally View and maintain created Workflows. Admins can Filter Workflows by Trigger Object, Status, or Process Name, View information such as Process Name, API Name, Trigger Object, Trigger Type, time zone, and Created By, and perform operations such as Edit, Disable, Copy and New, and Export.
For Workflows triggered by Roll-Up Summary Fields or Reference Fields, use Global configuration to Configure the Field allow list. This controls which Field changes can Trigger Workflows and prevents unrelated Field changes from triggering Workflows by mistake.
Key capabilities
Workflow management Supports centralized viewing, maintenance, and global control. Key capabilities include:
- Support centralized Process search: Filter Workflows by Object and Status, or search by Process Name to quickly locate a Process that requires maintenance.
- Support list-based key information: The list shows Process Name, API Name, Description, Trigger Object, Trigger Type, time zone, Created By, and other information, so admins can evaluate Process purpose and Trigger scope.
- Support Workflow Enablement and Disablement: Enable or Disable Workflows. Enabled Workflows can Trigger automatically by rule. Disabled Workflows no longer Trigger when Object data changes.
- Support Copy and New: Copy an existing Workflow to create a new Process, and then adjust the Object, Trigger Type, conditions, or post actions. This is suitable for reusing similar automation rules.
- Support Delete for Disabled Workflows: Delete Workflows that are no longer used and already Disabled to reduce Invalid configuration noise.
- Support Export of Process configuration: Export Workflows from the list page for archiving, checking, or offline review.
- Support global Field allow list configuration: Maintain Roll-Up Summary or Reference Fields allowed to Trigger Workflows in Global configuration > Field allow list configuration, so unrelated Field changes do not Trigger Workflows by mistake.
- Support quota and usage View: The bottom of the page shows Workflow quota, Used quantity, scheduled Trigger capability quota, and usage, so you can evaluate capacity before creating or copying Workflows.
Before you begin
- You have Workflow management permission.
- The Workflow is created.
- You have Confirmed whether the Process still applies to the current business.
Manage basic operations
| Operation | Description |
|---|---|
| Enable | Only Enabled Processes can automatically Trigger Workflows |
| Disable | After Disablement, Object data changes no longer Trigger the Workflow |
| Copy and New | Copy the current Workflow and create a Process. You can modify Object, Trigger, and Filters |
| Delete | Disabled Workflows can be Deleted. Deleted Workflow definitions cannot be Restored |
Configure the allow list
The allow list controls which Roll-Up Summary Fields or Reference Fields can Trigger Workflows. Only Roll-Up Summary Fields or Reference Fields in the allow list can Trigger Workflows.
For example, if a Field has 10 Workflows Configured but only 2 Workflows are required by the actual business, use the allow list to narrow the Trigger scope.
- Open Workflow advanced features.
- Go to Allow list settings.
- Select Roll-Up Summary Fields or Reference Fields that are allowed to Trigger Workflows.
- Save the configuration.
- Validate Trigger results with test data.
Management recommendations
- Disable Workflows that are no longer used to prevent mistaken Trigger when Object data changes.
- Before Delete, Confirm that you do not need to retain the Workflow definition.
- After Copy and New, check Object, Trigger, Filters, and post actions again.
- After the allow list changes, validate the Trigger scope with test data.
Expected result and validation
- Create or Edit test data.
- Check whether Enabled Workflows Trigger automatically.
- Disable the Workflow, and then Edit test data again.
- Check that the Workflow no longer Triggers.
- After configuring the allow list, verify that non-allow-list Fields do not Trigger the Workflow.