When you change a flow template, the flows already running on your projects stay exactly as they were. The Update projects button sends your template changes to those project flows, and because it can replace project edits and can't be undone, it's worth knowing what it does before you click.
How flow templates and project flows stay in sync
Each flow on a project is its own copy of the template, made when the flow was applied to a project. Editing the template changes future applications only, so flows already on projects keep running the version they started with.
Update projects is the only way to send template changes to those flows. It updates every project using the template at once, whether the flow is in progress, paused, or complete, including flows on archived projects (archiving a project pauses its flows). Flows you deleted from a project aren't affected.
Find the Update projects button
The button lives on the flow template itself, so you reach it from the template list rather than from a project.
Navigate to Flows ➔ Flow templates and click the template. The button sits in the bar below the template's title, next to the step and project count (for example, "5 steps • Used in 3 projects"). Use this flow sits at the other end of the same bar.
The label reads Update project when one project uses the template and Update projects when two or more do.
The button appears only when at least one project uses the template.
The button is greyed out until you change the template's actions. Adding, editing, deleting, or reordering an action turns it on. Changing other details, such as the title, tags, or payment plan, doesn't. After you update, it greys out again until the next action change.
Only workspace owners and admins can update projects.
You make your edits in the flow editor, which opens when you click Edit (pencil icon) in the template header. Close the editor to see the button.
Before you update
Updating changes every project that uses the template, not just one. Before you click, check what it will do:
Edits made on individual project flows, to actions that haven't run yet, are replaced by the template's version.
Actions you added by hand to a project's flow are removed, unless they already ran or were skipped.
An action you already approved that hasn't run yet needs approval again, if the template action requires approval.
New actions can run right away on projects where their trigger conditions are already met.
If only a few projects need a change, you can edit those project flows directly instead. The next update from the template replaces those edits.
An update can't be undone. If you've customized the flow on some projects, review those projects before you update so you don't lose edits or actions you added by hand.
Update your projects
After you edit your flow template and close the flow editor, send the changes to your projects.
Navigate to Flows ➔ Flow templates and click the template.
Click Update projects (or Update project).
Click Update projects in the Update N projects? dialog to confirm, or Cancel to back out.
The confirm button reads Update projects even when only one project is affected. While the update runs, the button on the template reads Updating..., and a "Projects updated" confirmation appears when it's done.
What happens to each project's flow
Every project flow is rebuilt to match the template, with some parts protected. Here's what changes, what stays, and how timing is handled.
What changes
An update makes these changes to each project flow.
Actions that haven't run yet take the template's current content, trigger, and settings. Any edits made to those actions on the project are replaced, and an action you already approved needs approval again if the template action requires approval.
New template actions are added to every project's flow, even when the project is already past that point in the sequence.
Actions removed from the template are removed from project flows, unless they already ran or were skipped.
Actions you deleted from a project's flow come back if they're still in the template.
Actions you added by hand to a project's flow are removed, unless they already ran or were skipped.
The action order is rebuilt to match the template.
What stays the same
These parts of each project flow are left as they are.
Actions that already ran keep their content as a record of what was sent. They may move to a new position. Actions that ran or were skipped but are no longer in the template move to the end.
Skipped actions stay skipped. An action that failed still shows its error and needs Retry.
Forms already sent to the project keep the project's copy.
An existing action with the after a primary invoice installment is paid trigger keeps the installment it watches on the project.
The flow's payment plan and the project's invoice aren't touched.
Timing
The update treats each action's timing in one of three ways.
If an action's trigger timing didn't change, the project keeps its scheduled send date.
If you changed the trigger timing on the template, the send date is recalculated from the new trigger.
Actions set to a specific date take the template's date.
Special cases
Some flows need an extra step after an update before new actions run.
Complete flows
Complete flows receive the new actions but don't run them. To run one, open the project's flow and click Force now (lightning bolt icon) on that action. Forcing an action restarts the flow, so other actions on it whose triggers are met can also run.
Paused flows
Paused flows, including flows on archived projects, receive the update. Nothing new runs until you click Resume on the flow, and then new actions run once their triggers are met. Clicking Force now on an action in a paused flow also resumes the flow.
Actions triggered by an installment payment
A new action with the after a primary invoice installment is paid trigger doesn't run on existing projects until you choose the installment on that project.
Open the project's flow.
Click Edit (pencil icon).
Click the action.
Choose the installment in Installment to watch.
Click Save.
FAQ
Why is the Update projects button greyed out?
The button turns on only after you add, edit, delete, or reorder the template's actions. Changing the title, tags, or payment plan doesn't turn it on, and it greys out again after each update.
Why don't I see the Update projects button?
The button appears only when at least one project uses the template, and only workspace owners and admins can update projects. If you're not an owner or admin, the template shows "Used in 0 projects" and no button.
I added an action to one project's flow and it disappeared. What happened?
This happens when the flow's template is used to update projects. An update removes actions added by hand to a project's flow if they hadn't run or been skipped. Add the action to that project again, or add it to the template so it stays through future updates.
I added an action to my template and updated projects, but a complete flow didn't send it. Why?
Complete flows receive new actions but don't run them. Open the project's flow and click Force now on the action.
Can I undo an update?
No. To change a single project back, edit that project's flow directly in the flow editor. Actions that already ran can't be reversed.
Does updating projects change my payment plan or invoices?
No. The flow's payment plan and the project's invoice stay as they are. Changing the payment plan on the template doesn't turn on the button and isn't sent to existing projects.