Creating a New Workflow from Template

FAQ — Creating a New Workflow from Template

What is a "workflow from template"?

A workflow created from a template is a new workflow instance that uses a predefined structure and settings (sequence of steps, roles, triggers, notifications, and actions). Templates speed up setup by reusing proven configurations instead of building a workflow from scratch.

Who should use a workflow template?

Users who need to deploy consistent, repeatable processes—such as approvals, quote generation, or document routing—should use templates. Templates are especially useful for teams that must apply the same process across multiple clients, products, or internal teams.

What are the typical prerequisites before creating a workflow from a template?

Common prerequisites include having an account with the necessary permissions to create or manage workflows, access to the template library (or a custom template you’ve been given), and any required participants, documents, or integrations already configured for your workspace. The user guide lists exact permission and setup details; see more information.

What high-level steps are involved when creating a new workflow from a template?

The guide describes the standard process: choose a template, review its predefined steps and settings, adjust any configurable fields (names, participants, due dates, notifications, data mappings), save the new workflow instance, and activate or start it when ready. For step-by-step instructions and screenshots, see more information.

Can I modify a workflow after creating it from a template?

Yes. Workflows instantiated from templates are typically editable so you can tailor participants, deadlines, or certain settings to the current use case. Note that editing a workflow instance does not change the original template unless you explicitly update and save the template itself. For guidance on editing and versioning, see more information.

How do templates differ from building a workflow from scratch?

Templates provide a pre-configured framework (steps, actions, and often recommended settings), reducing setup time and ensuring consistency. Building from scratch gives full control but requires defining each step and action manually. The user guide contrasts these approaches and helps decide which to use; see more information.

Are there common configuration points I should check after selecting a template?

Yes. After selecting a template, verify participant assignments (roles or users), required documents or data fields, notification rules, time-based triggers or deadlines, and any integrations or automated actions. Confirm these align with the current use case before activating the workflow.

What happens to workflows created from a template when the underlying template is updated?

Typically, updating a template does not automatically change existing workflow instances that were created from the template. Updates apply to new instances created after the template change. If the product supports template migration or bulk updates, the guide will explain the supported procedures and constraints; see more information.

What permissions are commonly required to create or use templates?

Creating, editing, or publishing templates and creating workflows from templates usually requires higher-level permissions (for example: workflow admin, template manager, or similar roles). Regular users may be allowed to instantiate workflows from approved templates but not edit the templates themselves. Check your workspace roles and permissions in the guide; see more information.

What troubleshooting steps should I try if I can’t create a workflow from a template?

Common troubleshooting steps include: confirming you have the right permissions, ensuring the template is available and published, checking required fields are filled, verifying integrations or connectors are configured, and reviewing any validation messages shown in the UI. If problems persist, contact your administrator or support; see more information.

Where can I get step-by-step instructions, screenshots, or examples?

The official user guide page for creating a new workflow from a template provides step-by-step instructions, configuration details, and examples. For those details, see more information.

References to other relevant user guides

more information — Creating a New Workflow from Template (primary page).

more information — Quote.Cloud User Guide index (browse other workflow and administration topics).