---
title: "Activate workflow template version"
slug: "activate-workflow-template-version"
description: "Activate your Data Entry Workflow version by meeting key conditions for assignments, approvals, and organization assignments to streamline your processes."
tags: ["Task topic"]
updated: 2026-07-08T07:54:22Z
published: 2026-07-08T07:54:22Z
canonical: "docs.staedean.com/activate-workflow-template-version"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://docs.staedean.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Activate workflow template version

If the full setup of a data entry workflow version is finished, to apply it, make the version active.

You can only get a data entry workflow template version activated if these conditions are met:

- Each step has at least one assignment.
- Assigned users are enabled.
- Assigned teams:
  - Are active.
  - Have at least one effective member that is related to an enabled user.
  - Have a team type for which the **Team members must be users in the system** check box is selected.
- For each approval step, on the **Outcome** tab:
  - The **Approve** field is set to **Yes**.
  - One of these fields is set to **Yes**: **Reject** or **Change request**.
- Each step has at least one field.
- Organization assignments of the steps are in line. If the first step has a specific organization assignment, the next steps must have the same organization assignment or no organization assignment.
- Each mandatory field of the used tables is:
  - Added to the workflow document.
  - Configured to get a value in one of these ways:
    - It is used as a data entry field in the workflow template.
    - It has a default value set in the workflow document.
    - It has a parent that sets its value.
- For grid controls, the fields that are used in the grid are:
  - Part of the same workflow document record.
  - Not a Document attachment field or a Picture field.

### Steps

1. Go to **Data entry workflow** > **Design** > **Data entry workflow templates**.
2. In the list, find and select the desired workflow template.

> [!NOTE]
> **Note**
> 
> If you want to activate another workflow template version than the currently shown version, first select the desired version. To do so, on the **Action Pane**, on the V**ersions** tab, click **Versions**. On the dialog, select the desired version and click **OK**.
3. On the **Action Pane**, click **Versions**.
4. Click **Activate**.
5. Click **OK**.

> [!NOTE]
> **Note** You can schedule when the workflow template version must be made active. On the dialog, expand the **Run in the background** section and enter the desired settings.
6. Close the page.

> [!NOTE]
> **Notes**
> 
> - You cannot change an active workflow template version.
> - If you activate a workflow template version and another version is currently active, this other version is automatically deactivated.
> - You can deactivate an active workflow template version manually. To do so, follow the same steps as for activation. For active versions, the **Activate** button is replaced with a **Deactivate** button.
> - You cannot change a deactivated workflow template version with data entry workflows initiated. In this case, if you want to change the workflow template, create a new version.