Changes made to a workflow affect how it is applied to new cases.
When to Modify a Workflow
Modify a workflow when:
Steps in your process have changed
New data needs to be captured
Tasks or fields need to be updated
Default follower groups or permissions need to be adjusted
This allows workflows to evolve without affecting active cases.
What Happens When a Workflow Is Updated
When a workflow is modified:
Changes apply only to new cases created after the update
Existing cases keep their original structure and data
This allows workflows to evolve without affecting active cases.
Modify an Existing Workflow
Step 1: Access the Workflow Builder
Go to the Workflow Builder
Select Modify Workflow
Select the workflow to update
Select Modify Template
Step 2: Update Workflow Components
Each part of the workflow can be updated as needed.
Tasks
Tasks can be updated to reflect changes in your process:
Rename tasks
Reorder tasks
Remove or add tasks
Fields
Fields can be adjusted to improve data capture:
Add new fields
Update field names or types
Remove outdated fields
Update field attributes as needed
Default Settings
Default settings control what is applied when a case is created.
These include:
Case Stage
Case Tags
Default Case Name
Follower Groups
PDF and Analytics Mapping
Mapping can be updated to reflect changes in data collection:
Adjust which PDF fields map to workflow fields
Update analytics mappings for reporting
Step 3: Save Workflow
Select Update Workflow to save your changes.
Default Settings Details
Default settings allow values and configuration to be applied automatically when a case is created. These can be reviewed and adjusted during case creation.
Case Stage
Sets a default case stage.
A single option is selected from a dropdown
The value appears during case creation
The stage can be changed before the case is created
Case Tags
Sets default tags for the case.
Multiple tags can be selected
Tags appear during case creation
Tags can be added or removed before the case is created
Default Case Name
Configure a default name for cases created with this workflow. Use merge fields to dynamically populate the name based on case data. The name can be edited at the time of case creation.
The case name can include:
Free text
Punctuation
Merge fields
Example
{{created_date}} | {{unos_id}} - {{age}} - {{sex}} - {{opo}}Preview
06/11/2026 | ABCD123 - 45 - MALE - NYOD
Default Follower Groups
Default follower groups define who is included in a case and what access they have.
This includes:
Selecting teams to be included for each group
Controlling which tasks each group can view or edit
Managing how updates are shared within a case
Important Tip
Changes to a workflow only apply to new cases.
Existing cases are not updated and will continue to follow the original workflow structure.
Summary
Modifying a workflow allows you to:
Keep workflows aligned with current processes
Improve how data is captured and organized
Adjust access and notifications for new cases