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System Settings

Workflow Import/Export

Import and export workflow systems with folder structures and complete system backups.

Overview

Back up, transfer, and manage workflow systems through import and export functionality. Administrators can perform complete system backups and restorations, while all users can import workflows into specific folders.

Export All Workflows (Admin Only)

Create a complete backup of your entire workflow system.

How to Export

  1. Click "Export All Workflows"
  2. The system generates a JSON file containing all folders, subfolders, and workflows
  3. File downloads automatically with date stamp: workflows-export-YYYY-MM-DD.json
  4. Store this file securely as your complete system backup

What's Included:

  • All workflow folders and subfolders
  • Complete workflow configurations
  • Hierarchical folder structure
  • All metadata and settings

Import Complete System (Admin Only)

Restore a complete workflow system from a backup file.

How to Import

  1. Select your workflow export JSON file
  2. Choose import method:
    • Add to Existing: Keeps current workflows and adds imported ones
    • Replace All: Deletes current system and restores from backup
  3. Review import results showing successful and failed items

Import Options

Add to Existing:

  • Preserves all current workflows and folders
  • Adds imported workflows alongside existing content
  • Safe option that doesn't delete anything

Replace All:

  • Warning: Permanently deletes all current workflows and folders
  • Replaces entire system with imported content
  • Use only when restoring to a clean system

Import Workflows to Folder (All Users)

Add specific workflows to an existing folder from an export file.

How to Import

  1. Select a workflow export JSON file
  2. Review the preview showing:
    • Number of workflows to import
    • Subcategories that will become new folders
  3. Choose the destination folder for imported workflows
  4. Confirm import to add workflows to the selected folder

Import Behavior:

  • Creates subfolders for each subcategory in the import file
  • Places workflows in appropriate folders based on their organization
  • Does not affect existing workflows in other folders

File Requirements

Export File Format:

  • Must be a valid JSON file (.json extension)
  • Must contain proper workflow export structure
  • Generated from this platform or compatible system

File Validation:

  • System automatically validates file format and structure
  • Shows specific errors if file format is incorrect
  • Provides preview of what will be imported before processing

Troubleshooting

Export Issues:

  • Ensure you have administrator privileges for full system export
  • Check browser downloads if file doesn't appear
  • Large systems may take time to generate export file

Import Issues:

  • Verify JSON file format is correct and not corrupted
  • Check that you have appropriate permissions (admin for system import)
  • Review error messages for specific import failures
  • Some workflows may import successfully even if others fail

File Problems:

  • Use only JSON files generated by workflow export
  • Ensure file isn't corrupted or modified manually
  • Check file size limits if upload fails