This documentation supports the 22.1 version of Action Request System.
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Shared workflow

In AR System server , all workflow (active links, filters, and escalations) is based on forms. Workflow can be attached to one or multiple forms. For example, you can create an employee information active link that populates generic identification and address fields anytime a user enters a name or use this on multiple forms.

Shared workflow lets you efficiently build, maintain, and troubleshoot versions of forms and applications. Fewer workflow objects need to be stored on the server because any changes you make only need to be made once for all forms that use the objects.


Use caution when sharing active links among forms in different deployable applications. Role permissions are resolved based on which application has ownership . The deployable application that contains the active link's primary form owns that active link or active link guide. If the non-owner application has identical roles mapped to different groups, these mappings are ignored. If only implicit groups have permission (no role permissions), there are no conflicts. For more information, see Assigning permissions to access objects and requests.

The way you define shared active links, filters, or escalations is similar to the way you define workflow for an individual form. The main difference is that instead of attaching the workflow to one form, you attach it to multiple forms. If you do not want the workflow to be shared, select only one form. See Associating workflow objects with forms.

Workflow actions interact with fields based on field ID (not the field name). Plan carefully how you will use shared workflow before attaching it to multiple forms. To make it easier to administer shared workflow, create fields with the same ID and the same field name on each form. Otherwise, the workflow might not run or the shared workflow actions might still be triggered but might not use the expected field. If fields have matching IDs but are different data types, AR System server  attempts to convert them appropriately.

All field references in the workflow refer to the primary form (also called the "reference form"), and these fields appear in the other panels as you define the workflow object. If you associate more than one form to a workflow object, make sure that fields appearing on both forms have the same field ID on each form.  Shared workflow can use fields from the other associated forms that are not on the reference form, but you must define them by entering the field ID rather than the name. However, you should avoid doing this because it makes applications more difficult to maintain.

After you have created a form with which you want to share workflow, you can:

  • Create a new workflow object and then attach it to the forms.
  • Select an existing workflow object and then attach it to the forms.

When exporting definitions, you can choose whether to maintain an association between the selected workflow and all related forms. For more information, see Exporting and importing definitions.

When you delete a form that uses non-shared workflow, the workflow is deleted along with the form. However, if workflow is shared by multiple forms, it is not deleted until the last form that uses it is deleted.

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