Duplicating Workflows for Procurement Efficiency

Requires the following role: Owner

Duplicating a workflow allows you to create a new workflow with similar tasks and configurations, without needing to build it from scratch. This can be particularly useful for creating variations of a workflow based on different needs or categories, while maintaining consistency in the overall process.

How to Duplicate a Workflow

• In Tropic, go to Settings → Purchase Workflows.
• Find the workflow you want to duplicate, click the ... (ellipsis) for that row, and select Duplicate Workflow.

• • Click Add Workflow to finalize duplication.

    In the Duplicate Workflow window: 

    • Enter a Name for the new workflow.
    • (Optional) Select a Purchase Category for the workflow.
      • The purchase category allows you to assign requests to the workflow based on assignment rules.
      • You can also configure conditional tasks based on responses in the request form.

    

Alternatively, you can duplicate a workflow directly from within the Workflow Studio:

• Open the workflow in Workflow Studio.
• Click the ... (ellipsis) on the top right.
• Select Duplicate Workflow and provide details  

Your workflow is now duplicated! 

Important Notes on Tropic-Managed Workflows

Tropic-Managed workflows cannot be duplicated because they contain protected Tropic-assigned tasks that are maintained by Tropic’s Assisted Purchasing team.

However, limited edits are supported within Tropic-Managed workflows:

• You can edit or delete tasks assigned to your organization’s users.
• You can adjust triggers for tasks assigned to Tropic staff.
• You can edit descriptions and category details on Tropic-Managed request forms.

If you need changes beyond these permissions, tag @tropicsupport in the request’s activity feed or submit a support ticket.

💡 Tip: Consider Archiving the Original

If you duplicated a workflow to replace an older version, consider archiving the original once it’s no longer in use.

• Archived workflows are hidden from the active list but stay linked to past requests.
• You can’t archive a workflow if it’s still used in assignment rules. Remove it from criteria first.

Additional Resources

To get more information about tasks and workflows, please refer to our documentation in Help Center