Workflow editor

  • Release version: Zurich
  • Updated July 31, 2025
  • 2 minutes to read
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    Summary of Workflow editor

    The Workflow Editor in ServiceNow Zurich release is a graphical interface designed for creating and modifying workflows by arranging and connecting activities to automate processes. It enables users to manage multiple workflows simultaneously, create custom activities, and utilize existing activities as data sources.

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    Important update: New customers from the Zurich release onward no longer receive legacy workflows, as all legacy functionality has been replaced by Workflow Studio content. Existing legacy workflows remain editable only for customers who upgraded from previous versions. ServiceNow strongly recommends using Workflow Studio for new process automation development, as it is the focus for future features and enhancements.

    Access and Roles

    • Users with the workflowcreator role can create workflows.
    • Users with the workflowadmin role can create, modify, delete, and publish workflows.
    • Access the Workflow Editor via Workflow > Workflow Editor in the application navigator.

    Key Features

    • Welcome Screen: Displays active, published workflows with filters for published, checked out by the current user, and help resources. It also includes a button to create new workflows.
    • Workflow Canvas: The main working area where workflows are created or edited by dragging activities from the palette and configuring transitions.
    • Palette Tabs: Categorized workflow activities and subflows are organized into tabs:
      • Workflows: Reusable workflows/subflows.
      • Core: Base system and orchestration activities.
      • Packs: Orchestration activity packs from the ServiceNow® App Store, visible if orchestration plugin is installed.
      • Custom: Custom orchestration activities, visible if the orchestration plugin is installed.
      • Data: Activities producing output data for use as data sources, visible with orchestration plugin.
    • Title Bar: Shows the workflow name and status (e.g., checked out or published) and provides controls for configuring, testing, and validating workflows.
    • Accessibility: The editor supports keyboard navigation and accessibility features for users with disabilities.

    Additional Information

    If the Workflow Editor’s welcome page appears customized or outdated after upgrading to Zurich, customers can revert it to the latest version by editing the UI pages under System UI > UI Pages > Workflow Editor welcome and selecting the appropriate version for Zurich.

    Practical Benefits for ServiceNow Customers

    • Enables streamlined process automation by visually designing workflows with drag-and-drop activities.
    • Supports managing multiple workflows and reusing existing workflows as subflows for modular design.
    • Facilitates custom workflow creation and integration of orchestration activities if the orchestration plugin is installed.
    • Helps maintain workflow lifecycle with roles controlling creation, editing, publishing, and deletion.
    • Improves usability and accessibility, supporting diverse user needs.

    The Workflow Editor is an interface for creating and modifying workflows by arranging and connecting activities to drive processes.

    Important:
    As of the Zurich release, new customers no longer receive the legacy workflows created and published by ServiceNow, Inc.. All legacy workflow functionality has been replaced by Workflow Studio content. Only customers who upgraded from prior versions retain the ability to use and edit existing legacy workflows. While all customers retain the ability to create legacy workflows, you are strongly encouraged to instead use Workflow Studio to create process automation content. Only Workflow Studio will receive new features and enhancements.

    You can manage multiple workflows in the same screen, create custom workflow activities, and use existing activities as data sources. Users with the workflow_creator role can create workflows. Users with the workflow_admin role can create, modify, delete, and publish workflows.

    To open the Workflow Editor, navigate to Workflow > Workflow Editor. For information about using the editor, see Create a workflow.

    Welcome screen

    The editor opens with the Welcome page, which displays a list of active, published workflows. From this tab, you can open existing workflows, create new workflows, and open help resources related to workflow.

    Workflow welcome screen

    Number 1 iconList display filters
    Published: Click to view list of published workflows
    Checked Out: Click to view list of workflows checked out to current user
    Help: Click to view links to help resources for workflow
    Number 2 iconNew Workflow button
    Click to create a new workflow
    Number 3 iconPalette tabs
    Workflows: Workflow activities and workflows you can use as subflows.
    Core: Available workflow activities appropriate for the selected workflow. Contents can include activities provided by the base system and those purchased with orchestration.
    Packs: Orchestration activity packs downloaded from the ServiceNow® App Store, organized by vendor and scope. Custom activities and workflows that you scope also appear as packs. Only visible if the orchestration plugin is installed.
    Custom: Orchestration custom activities available. Only visible if the orchestration plugin is installed.
    Data: Activities in the current workflow that output data. You can use these activities as data sources for other activities. Only visible if the orchestration plugin is installed.
    Note:
    If your workflow welcome page does not look like this example, you may have customized the workflow welcome page before upgrading to Zurich. You can update the workflow welcome page to the latest version by editing the UI pages .

    Navigate to System UI > UI Pages > Workflow Editor welcome. In the UI page record for workflow_editor_welcome, scroll to the Versions related list. Select the row for the version corresponding to the upgrade to Zurich, right-click and select Revert to this version.

    Workflow canvas

    After you open or create a new workflow, the system displays the workflow canvas. On the canvas you interact with the Workflow Editor through several different elements: the canvas itself, the canvas tabs, the title bar, the palette, and the palette tabs.

    The drawing canvas is where you add activities and configure transitions for checked out workflows. Add an activity by dragging it from the palette to the workflow in the canvas. For more information, see Create a workflow.

    • Canvas tabs: Contains tabs for accessing workflows being edited or created.
    • Title bar: Displays the workflow name and status. Provides a menu and controls for configuring, testing, and validating workflows.
    • Canvas: Provides the working surface for creating new workflows or editing existing ones.
    • Palette tabs: Contains tabs for accessing activities being edited or created.
    • Palette: Contains all available workflow activities and existing workflows you can use as subflows. Drag activities and subflows to the canvas to create new workflows or edit existing ones.
    Figure 1. Workflow user interface