Stock copy is a starting point. Every edit creates a version and asks exactly where it should apply. Existing published Workflow runs keep their pinned wording.
Save a scoped version
- Open Workflows → Templates.
- Press Edit version on the card.
- Change name, subject (email), and message. Keep catalogue merge fields if you still want invoice data filled in.
- Under Apply this new version to, choose one required scope:
- Master — every current Workflow using this version
- Workflow — {name}
- One step — {name}, day N
- Enter Reason for change (required, 255 characters or fewer; stored in version history).
- Press Save new version. If wording names legal action, court, or enforcement, complete the extra confirm (logged).
The success line is: “Version N saved for [every current Workflow using it / the chosen Workflow / the chosen step]. Existing published Workflow runs keep their pinned wording.”
Choosing which message a step uses is a different save: on the Workflow, edit the step’s What it says group and press Save Changes.
Good practice
- Say who you are and which invoice you mean in the first lines.
- Include how to pay, or that a payment link is available, when you use that feature.
- Stay factual about amount and due date. Do not write legal threats. Firm and Final still wait in Approvals even if the wording is calm.
- You are the sender. Do not imply a third-party collector is writing.
- SMS bodies must fit one segment once merge fields fill in.
Archive or restore
Custom templates can be Archived (history that used them stays). Stock library rows cannot. To put product wording back, use Restore defaults / Restore stock library and product Workflows on the Workflows tab — that archives edited versions; it does not delete them.
Expected result
Only the scope you chose picks up the new wording. Other Workflows and already-running published copies stay on the previous version. Sent Log lines already stored do not change.
If save is refused
- “Choose exactly where this new version should apply.” — pick a scope.
- “Say why this wording is changing (255 characters or fewer).”
- “The new template version could not be saved. Nothing changed.” — try again; nothing was overwritten.
- Standard role cannot submit the form.
What this does not do
- It does not save when you click away. There is no hidden global overwrite.
- It does not resend old reminders with new text.
- It does not change quiet hours or day offsets — those are Workflow and Reminder defaults settings.