Moving workflows and auths

Moving Authentications

Moving authentications can be risky. Once you move an authentication you are liable to potentially break any Workflow that is currently using it.

Most often you will need to recreate the authentication within the Organization or Workspace you wish to use it in.

For clarity please see the list of move below regarding what you can and cannot do.

Available Auth Moves

Personal -> Organizational

Personal -> Workspace

Unavailable Auth Moves

Organization <-> Organization

Organization -> Personal

Workspace <-> Workspace

Moving workflows

Understanding Workflow directions is an important step in managing access to your workflows.

Workflows can be moved between workspaces but the direction of the move depends on the workspace type:

• Organization
• Personal
• Workspaces

In order to move any workflow, you will need a role of 'Admin' or higher in the organization.

There are some limitations around workflow movement, to prevent accidental sharing and / or because of restricted access to workflows you may want to share.

If you need to move a workflow in a direction that is not currently available you can either duplicate it or export it from the current space and then import it to the destination workspace (provided you have the access level to do so).

Available workflow moves

• Personal -> Shared Workspace (see Authentications Note below)
• Personal -> Organization (see Authentications Note below)
• Organization <-> Shared Workspace
• Shared Workspace <-> Shared Workspace

Unavailable workflow moves

• Organization -> Personal
• Shared Workspace -> Personal

Authentications note

caution

All workflows must have their personal authentications either updated or removed before the workflow itself can be relocated to another Shared workspace / Organization

If the Authentications being used are not also available within the destination Workspace / Organization then it is best practice to remove or update the authentications before proceeding.

This will always be true for Personal Authentications as they are private by nature.

Please use the following method when you wish to move a Workflow that has a Personal Authentication inbuilt:

1. Remove the personal authentication from the workflow you wish to migrate
2. You can then either:
   • Leave the authentication within your Personal workspace or
   • Move it to the destination workspace
3. Move the Workflow to the destination workspace
4. Select your authentication. You can either:
   • Create a new authentication or
   • Select an existing one or
   • Use the authentication you migrated from your Personal workspace

info

PLEASE NOTE: This method also works for workflow authentications that have a shared authentication that is not available within the new destination.

You will either need to remove the authentication or - if you have the correct access levels - update the existing one as outlined above.

How to Move

Please note that if workflows are already in Production or are mission critical we strongly advise that you handle your migration with caution.

We recommend you schedule an allocated time to disable your old workflows and enable the new workflows in order to minimize downtime.

Move method (basic)

Generally speaking we recommend this method where possible as it is simplest to implement and also preserves your stored data history - with the exception of account level storage - see the following Important Note:

caution

Please be aware that you cannot simply move your workflow if your workflow has ever used account level scope storage in conjunction with either the Data Storage or CSV connectors. Even if your current workflow version does not.

We recommend in such scenarios that you use either the Duplicate or Export / Import methods as outlined below.

With either method (Duplication or Export / Import) previously stored data will not move with the workflow.

The steps involved are:

1. Navigate to source project

   In the source project select the workflows you wish to move