Duplicating Workflows

Transcript

0:00 Alright, in this video we're going to be talking about duplicating workflows. Now this may be something that you want to do. 0:05 If, for example, you've got your proposal workflow for one service completely mapped out and you want to duplicate it for service number two, um, and just swap out the content in it. 0:16 Um, so that is going to be something very common that you probably are going to want to do, um, and notion unfortunately does not make this super straightforward for us. 0:24 So, um, in this video I'm not only going to be telling you how to do it but I'm also going to be telling you how NOT to do it. 0:30 So first things first, when you click on these three dots, like so I'm on the client page, I'm in the workflow section, and when I click the three dots next to a workflow, there is a duplicate button. 0:42 Don't click it. It will not work correctly. It will work. It will make a duplicate, but it's going to be wrong and there are going to be lots of issues in it. 0:50 It's going to be duplicating steps in this same workflow in addition to creating a new one. It's really just going to be a whole mess. 0:57 So if you don't believe me, go ahead and try it, but it's not going to work. So I'm going to go ahead and make a new service column, just, you know, service number two so that I can do this And for why we might want this, I'm going to make a mean blank workflow purpose. 1:12 So really, I guess I should have done lead because that is what I've already mapped. So we are going to duplicate this. 1:19 And so if I want to duplicate this terrible workflow that I have given you as an example to map, Then I need to highlight all of the cells and then copy and paste them over. 1:31 That's the short preview of what we're going to be doing, but keep watching so that you see the specifics. So first things first, I need to now enter my order. 1:39 So I don't want to do this until the workflow is done, at least for the pre-napping phase. Then I'm just going to go through and I'm going to put in 1, 2, 3, 4, 5. 1:50 and you can see that I have the ability to just do, click in the first one, type my number, hit enter, so 1, enter, 2, enter, 3, enter, 4, enter. 1:58 Now I am going to start from this first cell, drag all the way down, and then I'm going to drag all the way over to the notes column. 2:07 You can go past that, but the other items will actually copy since they are automatically generated, so don't stress too much if you go too far, but you really only need to go over to notes. 2:17 Then you are going to do command or control C and then we're going to go over to the new workflow to copy or to paste in rather. 2:25 But before we do that, I just want to tell you that you also cannot. You may discover up here when you hover over input and then go just to the left. 2:35 There is this little box that pops up and when I click it, it highlights all of them with these row checks. 2:40 If I copy it that way, it will not work. work. It will not work. So if I copy it that way, then what it's going to do is it's going to paste all of them in both this workflow and my other workflow. 2:54 So I'm going to have all my steps in here twice in addition to being in my new workflow. I don't know why notion does it that way, but they do. 3:02 So the only way to make sure that this is done properly is to make sure that you have your order filled in and then to highlight all the way over and then copy. 3:11 And now we'll hop back to our new workflow. So service to lead. I'm going to click new page. I'm going to click in the order column because that is where I started my copy from. 3:23 And I'm going to do Commander Control V. And now it's all going to paste in. And so now if I wanted this to be a different scheduler, for example, I could remove this and put in the new scheduler that's relevant for this particular survey. 3:39 Now, you'll also notice that these pasted in all out of order. That is why we did the order column because for whatever reason, notion doesn't respect the order that you put things in and it doesn't necessarily paste in the same order. 3:55 So here you can either go ahead and click these two arrows to sort and you can sort by the order field so I can search order and I can do that, and it will put it in there for me automatically. 4:08 But if it's not too long, I actually prefer just in the annule reordering it, because then if I make any other changes to this workflow, then I can manually reorder everything, and it's actually forcing it into an order that I may not agree with anymore. 4:27 So those are kind of two ways to do it, but if there is everything, if there are a lot of steps in it, and you know that the order is not changing, been using that sort function will work as well. 4:36 So this is going to be the only way to successfully duplicate workflows that you created for a client into another workflow for that same client. 4:47 So if you are wanting to copy these to another client, then that's a whole other thing, and you need to make sure you watch the video and workflow templates instead. 4:59 So make sure you follow the steps in this video don't go rogue if you find some other way to do it don't it will not work correctly the only way to reliably duplicate work clothes is to do it exactly as I showed you