Virtual Assistant task drafts and publishing
Prepare named task drafts, publish one live version and inspect who changed or published each version.
What it is
Live and Drafts separate the task version selected for use from versions you are still preparing. You can copy, name, preview and publish drafts. Version information also shows who created, modified, published, disabled or deleted a version and when.
Who uses it and why
- Administrators and supervisors with Bot Trainer access prepare changes before making them live.
- Reviewers inspect the version name, preview and change information to check what is being published.
Where to find it
Open Settings › Bots › Virtual Assistant › Tasks, then expand the task to see Live and Drafts. The task list includes Live Version. Hover over a version's information icon to see its change information.
The Bot Trainer role grants access to task versions and virtual assistant settings.
How it works
The first saved version can be named Version 1. Use Copy Task on a version to create a draft for the same task. Draft rows provide Edit Task, Preview Workflow, Delete Version and Go Live controls. Live rows provide a view-only settings control, copying, preview and enable or disable controls.
Go Live publishes the selected draft and enables the task. A task has one selected live version. Publishing a replacement records Published for the new version and Disabled for the previously selected version. The previous version remains available as a draft unless deleted.
The change information lists the change type, operator and date and time. Times use the operator's time zone when one is set, otherwise the website's time zone.
Disabling a task and deleting a draft are different actions. Disable stops the task being available for new use. Delete Version removes the selected draft; it is not the control for pausing a live task.
Configure it
- Copy the live version or another suitable version using Copy Task.
- Give the draft a distinct Version Name. You can edit its displayed name in the draft list or task editor.
- Edit the task and save it. Preview its paths using Preview Workflow.
- Choose Go Live on the intended draft and confirm with Yes, Go Live!.
- Check Live Version and the task's enabled state after publication.
The virtual assistant needs a name before the editor allows Go Live. Configure it in Settings › Bots › Virtual Assistant › Settings. Publication also validates the task and its references, including enabled task dependencies.
Fields
| Field | Where | Required | What it is for |
|---|---|---|---|
| Version Name | Settings › Bots › Virtual Assistant › Tasks | No | Names a task draft so you can distinguish it from other versions of the same task. |
Permissions
| Permission | Lets you |
|---|---|
| Bot Trainer | Manage task drafts, publication and version history. |
Limits and good to know
- A saved or previewed draft is not automatically live.
- Publishing enables the task, even if you were previously keeping it disabled.
- Live Version identifies the selected version. Also check whether the task is enabled before expecting operators to use it.
- Draft version names must differ from the live version and other drafts for that task in the editor.
- Versions reuse shared step definitions. Copy a shared step when you need different content without changing its other uses.
- The editor can prevent disabling a task that enabled tasks depend on. Resolve the links it identifies first.
- Check with Powerfront before publishing changes that must preserve the exact path of conversations already running.
Depends on and works with
+1 more · used by
- Event, link and Virtual Assistant reportsConfigured by
Published task versions determine the structure shown for historical task journeys.
View all connections as a list
This feature uses
- Virtual Assistant task setupRequires
Task versions contain the authored task and its step configuration.
- Virtual Assistant task previewEnhances
Live and draft versions can be previewed before choosing what to publish.
- Virtual Assistant task import and exportEnhances
Copying a version provides a starting draft.
- Operator LogRelated
Operator Log provides separate evidence of recorded task configuration changes.
Used by
- Virtual Assistant task setupConfigured by
Drafts and publication control which task version is live.
- Virtual Assistant task steps and branchesRequires
A task must have a published, enabled version before it can run.
- Virtual Assistant task messages and identityConfigured by
Publish the edited version before expecting new live task content.
- Virtual Assistant task previewRequires
The selected live or draft version supplies the preview definition.
- Virtual Assistant task import and exportConfigured by
Task export chooses a saved version and imported tasks require review and publication.
- Virtual Assistant tasks started by AutopilotRequires
The selected task must have a published, enabled version before handoff can run it.
- Virtual Assistant task validation and retriesConfigured by
Saved task changes must follow the normal publishing process before affecting live journeys.
- Virtual Assistant tasks in messaging channelsConfigured by
Published task content determines what runs for customers.
- Event, link and Virtual Assistant reportsConfigured by
Published task versions determine the structure shown for historical task journeys.
FAQ and troubleshooting
Why are visitors still receiving the old task?
Saving a draft does not publish it. Check Live Version, then use Go Live on the intended draft.
Why did publishing enable a disabled task?
Publication enables the selected task. Review its state after publishing if you intended to keep it unavailable.
Why can I not edit the live row directly?
Its settings control is view-only. Use Copy Task to create an editable draft, then publish that draft when ready.
Why is Go Live blocked?
Check that the virtual assistant has a name, the task contains a step and its referenced tasks exist and are enabled. The error may also identify an unsupported nested task jump.
How do I see who published a version?
Hover over its information icon and find the Published entry with its operator and time.