Update a Workflow

Use this guide to add or edit content (questions, sections, and information) in a workflow.

1. Open your workflow

• Go to Setup → Workflows.
• Find the workflow to edit (e.g., Orchard – Fixed Term) and open it.

2. Enter edit mode

• In the workflow preview page, select Edit (bottom‑right) to switch from preview to editing.

3. Choose where to add content

• In the editor, each page (e.g., Health & Safety) shows its items.
• Use the side toolbar:
  • Plus (+) button: Add a new item to the current page.
  • List button: View or manage the page’s items.

Tip: You can also use "Add item to page" near the page title.

4. Pick the item type to add

After clicking +, select from:

• Question: Add an existing question.
• Information: Add known fields for candidates to answer.
• Section Heading: Insert a heading to break up content.
• Section Image: Show an image block.
• Section Video: Embed a video block.
• Section Data: Add a structured data/table section.

Configure the item

• For Section Heading:
  • Set Type: Section Heading.
  • Enter a Heading (short title candidates will see).
  • Optionally add Subheading/body content using the editor (bullets, bold, links).

Updating workflows across multiple jobs

When you update a workflow, the changes apply to all jobs using that workflow.

How workflow updates work:

• Changes to a workflow affect all jobs assigned to that workflow
• Active applications continue using the workflow version from when they started
• New applicants see the updated workflow immediately
• You don't need to update individual jobs after changing a workflow

This means one update can improve the experience for all future applicants across multiple jobs.

note

If you only want to change the workflow for one specific job, duplicate the workflow and assign it to that job only.

Best practice

• Keep headings short and meaningful.

Too many questions?

+

Troubleshooting

• Can’t add an item: Ensure you are in Edit mode (not Preview).
• Long pages: Split content with Section Headings or move some items to another page for better completion rates.