FAQ
What happens to learners already in a workflow when I publish changes?
Completed steps keep their original snapshot, in-progress work is retained, not-yet-started steps are refreshed to the new version, new steps are added, and removed steps that were not started are skipped. This happens automatically as part of publishing.
Can learners skip ahead, or wait for several steps?
You control this precisely with Available after. A step only becomes available when all of its prerequisites are complete. Multiple prerequisites are allowed; circular dependencies are rejected by the builder.
What does “Needs attention” mean?
A learner whose step failed or requires action — for example, quiz attempts exhausted, a meeting that cannot be scheduled, unavailable content, or a step flagged during reconciliation.
Can I edit a workflow after it is published?
You edit the draft — which continues from the published version — and then publish again. Published versions themselves are immutable, so learners on the old version are never silently changed.
What happens if two admins edit the same workflow at the same time?
Draft saves are revision-checked. If someone else saved first, you see a conflict prompt and can either copy your local draft or reload the server draft.
How do I give a learner another quiz attempt?
Open the Learner progress view for that workflow, find the learner, and use the intervention Grant another quiz attempt.
What is the difference between completing a quiz on submission versus on pass?
“On submission” completes the step whenever the quiz is submitted, regardless of score. “On pass” requires the configured pass score. If a learner does not reach the pass score, the step stays active until their attempts run out.
Can I copy an existing workflow as a starting point?
Yes. When creating a workflow, choose to copy from an existing workflow — its published steps and settings are duplicated into your new draft.
Who can create and publish workflows?
Organization admins can create, edit, and publish workflows for their organization. Some step types (PTV, Custom integration) and archiving are restricted to Pathiva platform admins.
What happens when a learner runs out of quiz attempts?
The step moves to Needs attention, and an admin can grant another attempt.
Are hidden steps visible to learners?
Hidden steps still run as part of the journey, but they are not shown in the learner’s journey overview.
Can I remove a step that learners have already completed?
Yes. For learners who already completed the step, it is retained as-is. For learners who had not started it, the removed step is skipped during reconciliation.