Publish to Exchange

This feature enables you to share validated workflows in your tenant with other users of Exchange. With the Administrator role, as a content author you can create or edit a workflow and, after you validate it, request that it be published to Exchange. The Exchange manager, or content moderator, will then review the submitted workflow and either approve or reject the request. Approving the request publishes the workflow to Exchange and makes it available to install and use by everyone. Thereafter, you can also submit updated versions of published workflows or unpublish your workflows from Exchange.

Submit a Publish Request

When publishing to Exchange, adhere to the licensing agreement and Workflow Best Practices. Otherwise, your request may be rejected.

After you submit it, you may be contacted by the content moderator with questions or feedback about your request.

Open the workflow in the Workflow Editor, and Validate the workflow.
In the header, click Share > Submit to Exchange.
A request is created, and in its metadata editing pane:
- Enter a meaningful Display Name for the request; use unique names to avoid confusion.
- For Authorship Type, all workflows are submitted as Community, by default. The Authorship Type can be changed by the moderator later, if applicable.
- Enter the name of the Author of the workflow.
- Select the appropriate Exchange category or categories from the Category drop-down list.
- Enter your Contact & Support Information (email address or URL) which will be visible to other users for questions or feedback about your submission.
- Enter a Short Description of the workflow.
- Enter any Installation instructions (this long description can also be entered in Markdown language and previewed).
- Click Add to append any links such as URLs that reference helpful information.
Click Save. Your request is added to the Submissions table with its Status as Saved, but not yet submitted.
Before you submit your request, you may Edit or Delete it. When your request is ready, click Submit for Review.
Enter a release note describing the change(s) in this version. Text will be viewable but not editable after submission. Click Continue and Submit.

Its Status will show Submitted in the Submissions table.

If your request is reviewed and approved by the content moderator:

Its Status will show Published in the Submissions table.
Go to Exchange and you'll find that your workflow is now available to be installed by any user of Exchange.

If your request is reviewed and rejected by the content moderator:

Its Status will show Rejected in the Submissions table.
To try again, update your workflow accordingly before submitting another request to publish it.

Manage Publish Requests

The content moderator will either approve or reject a request to publish to Exchange. During their review of the request, if the moderator has any questions or feedback about the workflow, they will try to contact the author or requestor by using the email address entered in the Contact & Support Information field.

On the Exchange page, click the Submissions tab.
The table lists all the requests that have been submitted for publishing to Exchange. The table, both searchable and sortable, displays the workflow category, author, authorship type, when it was submitted, and current status.

The Status column indicates whether the request has been:
- Saved - And not yet submitted. Under Actions, click to edit, delete, or view the details of the request with the option to submit it for review.
- Submitted - Awaiting review by the content moderator for approval or rejection. Under Actions, click to view the details of the request.
- Published - Request approved and workflow published. Under Actions, click to view the details of the request or unpublish the workflow.
- Rejected - Request rejected and workflow not published. Under Actions, click to view the details of the request.
- Unpublished - Workflow no longer published to Exchange. Under Actions, click to view the details of the request or delete it.
Click on a submission to view its details, and perform a further action such as:
- Submit a saved request.
- Unpublish a published workflow.
- Delete an unpublished workflow.

Publish an Updated Version

If you change a workflow that was previously published to Exchange, you can publish the updated version to Exchange.

Open the updated workflow in the Workflow Editor, and Validate the workflow.
In the header, click Share > Submit Update to Exchange.
The metadata is copied over from the prior version, and you're able to edit it as needed.
Click Save. Your request is added to the Submissions table with its Status as Saved, but not yet submitted.
Before you submit your request, you may Edit or Delete it. When your request is ready, click Submit for Review.
Enter a release note describing the change(s) in this version. Text will be viewable but not editable after submission. Click Continue and Submit.

Its Status will show Submitted in the Submissions table.

If your request is reviewed and approved by the content moderator:

Its Status will show Published in the Submissions table.
Go to Exchange and you'll find that your workflow is now available to be installed by any user of Exchange.

Open the workflow to learn more by viewing its details, and you'll see next to its name a version number that increases every time a newer version of the workflow is published to Exchange.
When an updated workflow is published to Exchange, Automation users already using that workflow have the option of updating to the newer version. For more information, see the Exchange - Update an Installed Workflow Help topic.

If your request is reviewed and rejected by the content moderator:

Its Status will show Rejected in the Submissions table.
To try again, update your workflow accordingly before submitting another request to publish it.