After you deploy a workflow, you may want to make a change to it and deploy a new version. As long as you saved the workflow as a workflow template when you created it in Conductor Studio, you can update the template, save it, and publish a new version at any time. When you edit a template, you are not editing the actual workflow.

You are prompted several times during the workflow creation process to save your workflow template. Simply click Save when you are prompted to do so and give the template a name. This template is what you will use to create a new version of the workflow.

NOTE: Workflow templates are saved in the Conductor database and can be accessed by clicking Open in the Workflow Conductor Studio ribbon.

Workflow versioning is handled differently depending on how the workflow was deployed. Click on the link below that applies to the workflow deployment method configured in the Workflow Conductor Control Panel to learn how to create a new version of workflows deployed using that method:

• Versioning for Simple Publishing Workflows
• Versioning for Solution Deployment Workflows
  

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Versioning for Simple Publishing Workflows

To create a new version of a workflow published using a Simple Publishing option (i.e., Publish to List, Publish to Site, Publish to Site Collection, or Publish as Site Workflow), follow these steps:

Step	Action	Result
1.	Open Workflow Conductor Studio from the list ribbon of the list where the workflow runs. In Conductor Studio, go to Workflow > Open and open the workflow template used to publish the workflow the first time.
2.	Make the required changes to the workflow and save the changes. When the Save dialog appears, be sure to check Overwrite existing files so the existing template is updated with your changes.	NOTE: This saves changes to the template, but doesn’t impact the currently running workflow.
3.	Publish the updated template. Workflow Conductor Studio detects that there is already a published workflow with the same name and will ask if you want to overwrite it. Select Publish to publish the new version and overwrite the old one.	Instances of the old workflow version that are in progress will continue to run until they are complete. New instances of the workflow will run as the new workflow version. NOTES: Simple Publishing workflows cannot overwrite Solution Deployment workflows. However, Simple Publishing workflows can overwrite other Simple Publishing workflows of the same type. The table below shows which Simple Publishing workflows can be overwritten. If you check the option to automatically associate the workflow with the current list when you publish the new version to the site or site collection, the copy of the workflow of the same name that is associated to the list where Studio was started will be updated with the new workflow version. Workflows of the same name associated to other lists in the site (or other sites) will not be updated. If you do not check the auto-associate option, the existing workflow association for the current list will continue to use the old workflow version, but any new associations you add will use the new workflow version.
4.	If you click Workflow Settings from the list ribbon, you will see the version history of workflows. Clicking the Remove a workflow link will allow you to remove the old versions, if desired.
5.	On the Remove a workflow page, you will see that only the most recently published version of the workflow is marked Allow. The older versions are marked No New Instances. To remove an old version, mark the Remove button and click OK.	NOTES: Always make sure that there are no workflows in progress before removing an old version. Removing a workflow will terminate any in progress workflows. To be safe, always mark workflows with No new instances and wait for in progress workflows to complete before removing a workflow. You can remove a workflow from a SharePoint list and still have the template available in the Workflow Conductor Template Gallery.

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Versioning for Solution Deployment Workflows

The Solution Deployment method deploys workflows as farm solutions. If you want to deploy a new version of a workflow solution, you have two options:

1. Deploy the new version with a different name.
   If you do not need to use the same workflow name, edit the workflow template and give the workflow a new name. Deploy the workflow with the new name. You can disable the old version to prevent users from starting new instances of it and remove the old workflow when you don’t need it anymore.

2. Remove the old version before deploying the new version.
   If you want to use the same name for the new workflow version, you must first retract and remove the existing workflow solution. Instances of the workflow that are in progress will be terminated when the workflow is removed.

For more information, read KB.12500 – HOWTO: Deploy a New Version of a Workflow Conductor Workflow Solution in the Bamboo Knowledge Base.

NOTE: Solution Deployment workflows can overwrite Simple Publishing workflows of the same name directly from Conductor Studio. You do not need to remove the existing published workflow before deploying the new workflow solution.

The Workflow Settings in Conductor Studio allows you to set properties for the entire workflow.

Workflow Title (Required): Enter a name for the workflow. This name is displayed wherever this workflow is referenced within SharePoint.

Workflow Description: This is an optional setting that allows you to add a short description of the workflow. It is displayed in Conductor Studio, and also in the list of workflows for a list or library.

Start Options: Select a start option for the workflow, from the list of workflow start options available in SharePoint. The default is Allow this workflow to be manually started by an authenticated user with Edit Items Permissions.

NOTES:

• The Start options Start this workflow when a new item is created and Start this workflow when an item is changed cannot be used if a workflow initialization form exists for the workflow. See Workflow Forms for more information.
• The option Start this workflow to approve publishing a major version of an item is not available for Simple Publishing workflows. It is only available for Solution Deployment workflows. If the list or library is not configured to use major and minor versioning, this start option will be disabled, as seen in the screen shot below.
  
• Start options only apply to workflows published to the list, site, or site collection; they do not apply to workflows published as site workflows.

IMPORTANT: After entering or updating any of the settings listed above, click Apply to save your changes.

Workflow Forms: You can create a workflow initialization form that collects additional information from the user when a workflow is started. Data collected via this form is stored in parameters that can later be used by the workflow using a Workflow Variable lookup. For more information about creating a workflow initialization form, see Create a new workflow initialization form.

This is an optional workflow setting.

NOTE: You can access the initialization Form Builder from the Workflow Conductor Studio ribbon also.

Workflow Variables: Variables store data while the workflow is running. They can be accessed and manipulated by widgets, and some widgets may require that a variable be created to store results. The contents of workflow variables are accessed using a lookup when the workflow runs.

To create a variable, click Add Variable to open the Workflow Variables form. Enter a Name for the variable, select a data Type, and optionally define a Default Value. Click Add to add the new variable to the workflow. Be sure to click Save Changes to save the variables you add. If you later want to delete a variable, return to the Workflow Variables form and click the button next to the variable.

NOTE: You can access the Workflow Variables form from the Workflow Conductor Studio ribbon also.

Workflow variables can also be added directly from widgets that use variables, using the Create new variable link. This link opens the Workflow Variables form.

IMPORTANT: After adding, updating, or deleting variables using the Workflow Variables Form, always click Save Changes in the Workflow Variables form or your changes will not be saved.

This is a high level overview of the types of Workflow Logic Widgets available. Click on the name of the widget to get details and examples.

• Calculate Widget: Perform a mathematical, date, or string function.
• Compare Widget: Compare two or more values.
• Conditional Branch Widget: Branch a workflow based on a criteria.
• Delay For Widget: Pause the workflow for a specific amount of time.
• Delay Until Widget: Delay until a specific date/time.
• Delay Until Condition is Met Widget: Delay until a user-defined condition is satisfied.
• Echo Test Widget: Troubleshoot a workflow.
• End Workflow Widget: End a workflow.
• Repeat For Each Item Widget: Repeat part of a workflow for each item in a list or library.
• Repeat While Widget: Repeat part of a workflow while a condition is true.
• Run Parallel Widget: Run two sets of actions simultaneously.
• Set Variable Widget: Set the value of a workflow variable.
• Start Another Workflow Widget: Start another workflow.
• Wait for Field Change Widget: Pause the workflow until a field meets a condition.

Return to About Workflow Conductor Widgets

See also an Alphabetical List of Workflow Conductor Widgets.

If you need to collect information from a user in an initialization form when a workflow is started, add a Workflow Initialization Form to your workflow in Conductor Studio. The Workflow Form is made up of one or more fields. Each field is stored in a workflow parameter, which can be used by the widgets in the workflow. Workflow parameters, like workflow variables, appear in the lookup list for Workflow Variables.

NOTE: Workflows with an initialization form must be configured with a manual Start Option to allow users the opportunity to complete the required form fields. When workflows start automatically, users don’t see the initialization form.

To create a new initialization form, follow these steps:

Step	Action	Result
1.	In the Workflow Conductor Studio, click the Add Field button in the Workflow Settings tab. Alternatively, click the Init Form option in the Variables section of the main menu.	The Form Builder is displayed. The Form Builder allows you to add fields to the initialization form presented to the user when the workflow starts. It also allows you to edit, delete, or rearrange fields once the initialization form is created.
2.	To add a field to the initialization form, click Add. The Forms Settings dialog appears. Enter the Field Name and Description. NOTES: Field names cannot include special characters. Spaces are OK. The field name will be displayed to end users on the form; it will also be the name for an associated variable created for the workflow. Select the Information Type for the new field. Depending on your choice of type, other information may be needed. See Information Types used on Workflow Initialization Forms for more information. Requiring values for fields on the Initialization Form is a new feature in Workflow Conductor R3.5. Previous releases did not include this feature.
3.	Click Finish to save your field.	The Form Settings dialog will close.
4.	Repeat steps 2-3 to add more fields, as needed.
5.	To re-arrange the order of the Input Fields (parameters) on the form, highlight one and click Move Up or Move Down. The field will move one position with each click. To delete/remove a field, highlight it and click Remove.
6.	When finished adding or re-arranging fields, click Close to save and close the Initialization Form.	The next time you open the Initialization Form, you will see the information you entered previously. NOTE: There can be only one Initialization Form per workflow.
6.	When your form is complete, click Close to close the Form Builder.	Your form will be saved.

See Using the Workflow Initialization Form or Modify a Workflow Initialization Form for more information.