Save a workflow as a template

Goal

Take a workflow you have already built and saved, then save it as a reusable template. The template appears on your Templates page, and you can use it for any client. Each client gets its own copy of the workflow, and when you change the template later, that copy shows an Update available notice so you can choose whether to apply the changes there.

A template is a catalog entry that holds an immutable snapshot of a workflow graph. Saving it creates revision 1, and each Publish new revision on the template's page creates the next (v2, v3, and so on). Workspaces that have already applied an older revision can review and pull your updates later.

When to use this

Save a workflow as a template when you have a working automation that you want to reuse across clients instead of rebuilding it by hand each time. Common cases:

• You run the same onboarding sequence for every new client and want one source you maintain.
• You want to hand a starting point to a teammate who will customize it per Workspace.
• You plan to ship updates over time and want each Workspace to decide when to adopt them.

If you only need to use a template someone has already published, see Apply a template instead.

Before you start

The workflow does not need to be published, only saved. A template captures the workflow's saved steps, so a workflow with no steps saved yet cannot become a template.

Steps

1. Open Save as template

   You can start from either place:

   • Workflows page. On the workflow's card, open the … menu (labeled Actions for and the workflow's name) and choose Save as template….
   • Editor. Open the workflow. In the editor header, click the three-dots overflow button (labeled More workflow actions) and choose Save as template…. If you have unsaved changes, the item is greyed out with the hint "Save your changes before saving as a template." Save, then choose it again.
2. Name the template

   In the Save as template dialog, the Name starts as the workflow's name. Keep it or change it. This is what your teammates see on the Templates page, so make it specific:

   Client onboarding email sequence

   Copy code

   The name is required and accepts up to 120 characters.

3. Add a description (optional)

   Use the Description (optional) field to say what the template does and who it is for. It accepts up to 1000 characters and helps teammates pick the right template later.

   Sends a three-message welcome cadence when a new client signs up. Set the from-address per workspace.

   Copy code
4. Save the template

   Click Save template. TaskJuice creates the template, then saves revision 1 from the workflow's saved steps, with the note Initial revision. When it finishes, you land on the template detail page at /library/{id}.

What gets captured (and what does not)

Saving captures the workflow's saved steps as revision 1, which never changes afterwards. A template carries no questions for the person who applies it: applying only creates the copy.

What differs per client (for example, a from-address, a Slack channel, or the account a step sends through) is set on the applied copy afterwards. The See what's left link shown after applying opens the copy's setup page, which lists each connection to add and each step to fill in. To change the template itself, use the Publish new revision action on the detail page.

Verify it worked

After saving, confirm the template is ready:

1. You are redirected to the template detail page, and a toast reads Template saved.
2. The header shows the template name, a Yours badge, and a v1 revision badge.
3. The Workflow preview card shows the template's steps, and the Revisions card lists v1 with the note Initial revision and the time it was saved.
4. Open Templates in the sidebar. Your template appears on the page.

The Client workspaces card reads "No client workspaces yet" until a Workspace applies the template.

Troubleshooting

The "Save as template…" item is missing from the Workflows page menu. Only account admins and owners see it there. Ask an admin to save the template, or to give you the admin role.

The "Save as template…" item in the editor is greyed out. You have unsaved changes. Save the workflow, then choose the item again.

The dialog says "This workflow has no steps saved yet." The workflow has no saved steps to capture. Save it first, then save it as a template. The Save template button stays disabled until there are steps to capture.

The Save template button is disabled. Name is required. The button enables only when Name has content and the workflow has saved steps.

You see "Could not load this workflow." The Workflows page could not read the workflow's latest version, so the dialog closed. Choose Save as template… again to retry.

You see "Failed to save template." The save did not complete. Retry from the menu.

Keeping applied workspaces up to date

When you publish a new revision of a template, every Workspace that applied an older revision sees a Template update available banner in its workflow editor. From there anyone who can build in that Workspace can Update (one click when nothing conflicts), Skip this version, or Stop getting updates (reversible from the template page with Resume updates). You do not need to push updates manually. Each Workspace adopts them on its own schedule.

Applying an update saves it as a draft version of the workflow in that Workspace. Nothing is published: the workflow keeps running its current version until someone publishes the draft. After you apply, the editor opens on the draft so you can review and publish it. Until then, if the workflow is running, the template detail page marks that Workspace Updated, not live yet under Client workspaces, and the row's menu offers Open draft to publish. A workflow that is not turned on shows Not running instead. Once the draft is published, the row reads Live.

Delete a template

Delete a template you no longer need, such as an old version of a process or one you saved by mistake. Deleting removes the template from your Templates page for good.

1. Open Templates in the sidebar and open the template.
2. Click Delete template, the last action in the page header.
3. Read the confirmation, then click Delete template to confirm, or Cancel to keep it.

When the delete finishes, a toast reads Deleted followed by the template's name, and you return to the Templates page.

The confirmation tells you what else changes:

• Client copies. It says how many client copies were made from the template, for example "3 client copies were made from this template". Each copy keeps working as it is, but it stops getting updates. Copies that already stopped getting updates are not counted. If the template has more than 100 client copies, it reads "100+ client copies".
• Revision history. Every revision of the template is deleted with it.
• Community gallery. If the template is listed in the community gallery, it is removed from the gallery, and agencies that already added it keep their copies. If your request to list it is still in review, the request is withdrawn.

If the delete fails, a toast reads Could not delete template with the reason, and the confirmation stays open so you can try again.

Related

• Apply a template - add a template's workflow to a client Workspace and finish what is left.
• Publish a workflow - turn on the workflow once it is set up for a client.
• Start from a template - the end-to-end path from template to a live workflow.