Learn how to edit, update, duplicate, and manage your workflows in Telsen so your checks stay accurate, compliant, and easy to maintain.

Managing your existing workflows

Once your workflows are created and published, you may need to refine them, update content, or adapt them for additional Sites. Telsen’s Workflow Manager allows you to easily:

• Edit workflow content

• Update schedules

• Add or remove Sites and users

• Duplicate workflows

• Archive workflows you no longer need

These tools help you keep your operations consistent and ensure all Sites are following the most up-to-date process.

1. Edit an existing workflow

What you’ll need

• Company Admin or Site Admin (editing is restricted to your assigned Sites)

• Telsen web app access

How to edit a workflow

1. Log into Telsen web app

2. Go to Workflows in the left-hand menu

3. Select Manage Workflows

4. Click the three dots next to the workflow you want to edit

5. Choose Edit 

You can update:

• Workflow name

• Description

• Sections (add, rename, delete, reorder)

• Questions (edit text, change answer type, add new questions)

• Scoring logic (if applicable)

• Attachments or evidence requirements

When finished, click:

• Publish Changes - updates for all users

• Save as Draft - save without publishing yet

2. Update scheduling

If your workflow is already published, you can still modify when it triggers.

1. Open the workflow

2. Select Edit > Schedule

3. Change the workflow frequency, start time, or due time

4. Confirm using the Date Checker

5. Click Save Changes

Notes on schedule updates

• Updated schedules apply from the next active date/time

• Existing overdue or late entries remain unchanged

• Users will receive updated notifications automatically

3. Assign or remove Sites and users

You can change who receives the workflow at any time.

To update assignments:

1. Open the workflow

2. Select Edit Assignment

3. Add or remove Sites

4. Select or deselect individual users

5. Click Save Changes

4. Duplicate a workflow

Duplicating a workflow is ideal when:

• You want the same workflow used across multiple Sites but with a slightly different schedule 

• You’re creating a variation (e.g., “Kitchen Opening Checks” and “Bar Opening Checks”)

• You need a seasonal or event-specific workflow

• You want to adapt a strong template without starting from scratch

How to duplicate

1. Navigate to the workflow in the Manage Workflow tab and select the three dots

2. Click Duplicate

3. Make the changes 

4. Rename the new version

5. Update content or scheduling

6. Publish when ready

This ensures consistency across your organisation while reducing manual work.

5. Unplublish a workflow

If a process is no longer needed, or you’ve replaced it with an improved version, you can unpublish it.

When to do this:

• Seasonal workflows (e.g., Christmas menu checks, summer terrace checks)

• Old versions replaced by new ones

• Workflows linked to closed or refurbished Sites

How to archive

1. Open Manage Workflows

2. Select the three dots next to the workflow

3. Click Unpublish

Archived workflows:

• No longer trigger or appear for users

• Remain stored in the Manage Workflows tab for reporting and audit trails

• Can be restored if needed

6. Version control (recommended process)

To keep your workflows clean and consistent:

When updating a workflow:

• Small edits: Edit the live workflow directly

• Major changes: Duplicate > update > publish > unpublish old version

This ensures reporting remains accurate and avoids breaking active schedules.

7. Review schedule performance

Under Completed Workflows and in the reports you can review:

• On-time completion rate

• Late submissions

• Overdue (never completed) tasks

• User-specific performance

• Site-level performance

This helps identify training gaps, operational issues, or staff compliance concerns.

Next steps

Continue to Digitise Your Operations (Part 3) to learn how to:

• View workflow results

• Analyse performance

• Export records for audits

• Use dashboards and scoring tools