Nintex for 365 does not currently support versioning for workflows. Importing a workflow on top of a current workflow and publishing with the same name will result in irretrievable loss of the current workflow. Up until now Nintex for 365 has not allowed the importing of a workflow over an existing workflow by blocking publishing under the same name. This however, prevents customers from following their workflow (software) development and release processes and has attracted many votes on the Nintex Uservoice site.
Nintex has released a change to the interface for importing that allows the user (with several warnings), to import a workflow on top of an existing workflow and publish under the same name. The possibility of inadvertently over-writing and therefore losing a workflow still exists.
Nintex suggests the following process to manage workflow versions in a controlled way that will also allow retrieval of an inadvertently overwritten workflow.
SharePoint online supports versioning in document libraries. Implementing workflow versioning can be done by treating an exported workflow design as a document in a “workflow version” document library . Also to capture other useful version information in the metadata stored in the document library such as who the designer was, when did this version become the production version and what was the reason for the update etc. Or any other information the business scenario requires.
What follows is a simple implementation of this concept which may be extended to suite a business’s needs.
First create a suitable Document library in a site with the appropriate access configurations to meet your organisations needs and policies. In this example, I have:
The “Workflow Versions” document library contains all versions of production workflows and can serve as a reference to determine which version of the workflow was operational in any given period, who authorized it (if a metadata column was created to capture this) and the reason for the update.
Using a SharePoint document library with versioning enabled combined with the capability to import and publish under the same name, provides:
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