Copy Workflow functionality reduces manual work when copying workflows within one instance or between several instances. 

To copy a workflow, click the Copy Workflow button:

Select the target business name, to which the workflow should be copied:

You can copy a workflow both to the same business (indicated as "(Current)") and to a different one.

Copy Workflow to the Current Business

After you select the current business as a target company for copying a workflow and click PROCEED, you will find your workflow copied in the workflows list of the target company under the default name "Copy of_[name]". You can edit it in the workflow settings.

The copied workflow includes the same actions, timeline (rules), and email/mail templates as the original one.

Copy Workflow to Another Business

Hereinafter the terms "source business" and "target business" are used to denote the instances (companies) between which the copying of workflow occurs:

Source business = company, FROM which the workflow is copied.

Target business = company, TO which the workflow is copied. 

Copying a workflow to a different business may be complicated due to the following:

• absence of ERP and System custom fields used in the workflow (as part of templates, events, custom conditions), in the target business. It is strongly recommended that you set up (create) the respective custom fields in the target business manually BEFORE copying a workflow.
• absence/inactive status of users (AR Specialists, Sales Representatives, CS Specialists) of the source business, in the target business. Such users will have to be set up (assigned) manually.
• advanced features used in the workflow (e.g. Advanced Disputes, Outsourced Mail, etc.) may be unavailable within the target business
• settings of the source business may differ from those of the target business,
• etc.

After you select another company as a target business for copying a workflow, consider the popped-up warning carefully:

In case ERP/System custom fields and/or users present in the source business are not set up in the target business, they will be absent (empty) in the respective rules after copying the workflow.

For the details of copying email/mail templates, see the section "Copying Email/Mail Templates to Another Busines" below.

Rules incorporating advanced features (e.g. Advanced Disputes, Outsourced Mail, etc.), that are not available for the target business, will NOT be copied.

Copy Email/Mail* Templates to Another Business

(*Mail templates are applicable for accounts with the "Mail Delivery" method enabled in the Settings > Business)

Generally, email/mail templates are copied as new templates.

However, to avoid duplications, the following modification is provided by the system.

An email/mail template that has already been copied previously  (e.g. as part of another workflow) and has not been modified in any way, will NOT be copied for the second time. It will be reused.

In case the template text is not totally identical to that being copied, you are suggested to replace the template: Alternatively, you can choose to copy the template as new:

By choosing to replace a template you will have the existing template replaced. If you decide to select "No", you will have two templates with the same name in your target business.

Review the Copied Workflow

After the workflow is copied, some of its rules may need additional manual revision in the target business, which is indicated by a "Needs review" icon and yellow background (see the example below). To review the rule click the Edit button:

To see what the rule review after copying a workflow may look like, consider some examples:

Assign workflow

If the copied rule has an "Assign workflow" action in it, the assigned workflow will have to be set manually. 

After you set up all the fields correctly, click SAVE RULE. 

Send email reminder

If the copied rule has a "Send email reminder" action in it, manual revision may be required for the ERP/System custom fields used in the original workflow (e.g. in the "Recipient" field, in the letter body tags):

After you set up all the fields correctly click SAVE RULE.

Assign AR Specialist/Sales Representative/CS Specialist

Suppose the copied rule has an "Assign AR Specialist (Sales Representative/CS Specialist)" action in it, and the involved user is absent/not active in the target business. In this case, the respective field in the copied rule will be empty:

After you assign the person manually (or edit the rule another way so that it works properly), click SAVE RULE.

Custom fields/Custom conditions

In case the rule contains custom fields that are not set up in the target business, those custom fields will be empty in the copied workflow, and thus will need manual editing. 

Other examples of empty fields in the target business's workflow are custom fields as part of templates, events, etc. All of them will need editing to validate the rules containing them.