Editing a flow that's already active

It’s the page to read before touching a flow that’s already running.

You edit from «Flows» → «Templates» tab → «Edit» icon at the bottom right of the card: the five-step path reopens. On saving, if the flow is active somewhere, the «Edit active flow» window appears — and nothing happens to the open collections until you decide it there.

First choice: touch the requests or not

The first step says on how many collections it’s active and asks how you want to apply the changes:

• «Manage the active requests» — «Choose which folders to update and how to apply the changes.»
• «Create a new template» — doesn’t change the requests under way: a copy of the flow with your changes is created, and the old one stays as it is. The final button is «Create new template».

If the collections under way mustn’t be touched at all, the second one is the way.

Second choice: which collections, and how

With «Manage the active requests» the next step asks «Which folders do you want to update?» — «All collections» or one by one — and then «Apply the changes to already active collections too?»:

• «No, new collections only» — «Already active collections stay unchanged. Changes will apply only to activations created from now on.»
• «Yes, update labels on active collections too» — if you only corrected names and descriptions: «Updates the names on already active collections. No reopening, no notifications.»
• «Yes, apply to active collections too» — updates the structure for all participants of the active collections; whoever had already completed goes back to in progress and receives a notification.

That last line is the part that surprises: whoever had finished finds the collection reopened and receives an email.

⚠️ If you removed something

«Note: removed items» appears, with the list. Applying to the active collections, the documents already uploaded on those steps are no longer shown to the participant — but they don’t disappear: «No document is deleted: they always remain recoverable.»

The dedicated option is «Yes, remove from active collections too»: the removed elements disappear from the selected collections, the documents stay recoverable among the files no longer linked, and no email goes out to the participants.

The final button is «Proceed with the edit»; the notice at the bottom of the window reminds you that to leave the active collections alone you just go back and choose «Create a new template».

Questions this guide answers

• if I change the flow what happens to open collections
• how do I add a document to a collection that's already started
• I removed a step by mistake
• where do the files of a removed step end up