The Copy Workflow feature allows users to duplicate an existing workflow. This feature is part of Sense's Workflows, which is an intelligent automation platform designed for recruitment teams to manage candidate engagement processes.
The Copy Workflow feature was developed to address several challenges faced by users:
• Saving time: Previously, users had to create each workflow from scratch, leading to duplicated effort. Organizations also had to manually rebuild successful workflows for different regions, roles, or campaigns, which was time-consuming.
• Ensuring consistency: Manual rebuilding could lead to inconsistency across similar workflows.
• Scaling proven strategies: It makes it easier to implement best practices and scale proven strategies across the organization, overcoming the previous difficulty of replicating successful workflows.
• Reducing errors: Manually rebuilding complex workflows with multiple nodes and decision pathways was error-prone.
• Improving collaboration: The feature also implicitly enhances collaboration by providing an easy way to share workflow templates, which was previously hindered.
How It Works
When you copy a workflow, the system creates a duplicate that includes almost everything from the original.
Here’s what happens step by step:
Step 1: Open the Copy action
Go to Workflows > Workflow List and select Copy Workflow, or open a workflow and select Copy Workflow from the actions menu. You can copy Active and Inactive workflows.
Copy Workflow from the Actions menu:
Copy Workflow from Workflow List:
Step 2: Configure the copy (Setup dialog)
- Name the workflow
- Default: “Copy <Original Name>”.
- Rename it before saving (recommended).
- Select a workflow category
- The original category is selected by default.
- Change it if needed, or choose No Category (these appear at the top of the list).
- Search categories from the dropdown.
Decide whether to copy Lists
- Default: Lists are not copied.
- Turn this on if you want the attached Lists included.
Step 3: Review what gets copied
The system duplicates the following:
- Workflow name (with the default copy name applied)
- Workflow entity (cannot be changed in the copied version)
- Nodes, including:
- Settings
- Content
- Secondary nodes
- ABT Events / EMS Fields
- Trigger settings
- Scheduling settings (including NWB)
- Frequency limits
- Brand settings
Step 4: Create the copy
- Click Save (or Create) to generate the duplicate workflow.
Note:
- The copied workflow starts as a separate workflow you can edit without affecting the original.
- If you need Lists in the copy, ensure you enable Copy Lists in the setup dialog before saving.
Use Case Examples
This feature offers several practical applications to enhance your team's efficiency and consistency. Here are some practical ways this feature helps:
• Regional Adaptation: A staffing agency with a successful candidate nurturing workflow for the U.S. market can copy it and easily tweak the messaging for the U.K. market without rebuilding the entire structure from scratch.
• Role-Specific Campaigns: A recruiter who has developed an effective workflow for software engineers can copy it to quickly create a similar one for data scientists. This allows them to change only the content while retaining the proven engagement structure.
• Team Collaboration: A recruiting manager can design a master workflow template. Other recruiters can then copy this template for their individual campaigns, ensuring consistent structure across the team while still allowing for personalized content.
Important Rules & Limitations
Users should be aware of the following rules and limitations when utilizing the Copy Workflow feature:
• Entity Lock: The entity type of the workflow cannot be changed in the copied version.
• Lists Not Copied by Default: As mentioned, users must actively choose to include lists during the copy process; they are not duplicated automatically.
• Copy Operation Delay: For large or complex workflows, the copy operation may take longer to complete as it is an asynchronous process.
• Unavailable During Copy: While the copy operation is in progress, the new workflow will not appear in filters, favorites, or actions until it is fully complete.