Pausing and editing a workflow safely

Prerequisites and permissions

The Active / Paused toggle and editing require Workflow update permission; Delete requires delete permission (Admin by default). A Manager or Employee on an activated site can pause and edit but not delete, unless an Admin grants delete in Feature Permissions. See Who can use Workflows.

Pausing

Every workflow card has an Active / Paused toggle. A paused workflow keeps its configuration and history but stops acting — flip it back when you’re ready. Pause first whenever you’re unsure; it costs nothing. The toggle is briefly disabled while the change is processing, and reverts with an error message if the server can’t complete it.

Editing safely

The important thing to know: if you save an active workflow without pausing it first, your changes deploy immediately (Workflow saved and deployed successfully!). That’s why the safe order is to pause, edit, then re-activate:

1. Pause the workflow (toggle on its card) so half-finished edits can’t reach patients.
2. Select the pencil (Edit) on the card — the builder opens in a new browser tab — and make your changes.
3. Select Save Workflow. The button enables once you’ve changed something.
4. Re-read the message text one more time, then select Activate to turn it back on.

The Activate button appears in the builder header only in edit mode while the workflow is inactive. You can also re-enable a workflow from its Active / Paused toggle on the list.

If you rename during an edit, the new name must follow the naming rules: no spaces, letters/numbers/dashes/underscores only, unique on your site, 44 characters or fewer.

Edits affect future runs only; past activity stays in the history unchanged (and the activity view only shows the last 7 days).

When to pause proactively

• Office closures and holidays, if messages reference coming in.
• While investigating any complaint about a message a patient received.
• Before bulk changes in Open Dental (e.g. schedule restructuring) that could fire a burst of triggers.

Deleting

Select the trash icon on a workflow card to delete it. Teamio asks you to confirm in a Delete Workflow modal (Are you sure you want to delete this workflow? This action cannot be undone.) with Cancel and Delete. Deletion is permanent — if there’s any chance you’ll want the workflow back, pause it instead. Deleting requires delete permission (Admin by default).

Related

• Checking workflow history
• Who can use Workflows