Editing workflow processes

You can modify workflows that you have created, including adding, changing, and deleting cells and transitions. Each cell represents a state such as High Priority or Open Status. Cells can be be renamed, moved, grouped, and configured with rules and approvers. Transition lines can also be configured.

To edit a workflow process

  1. Open the workflow that you want to modify:
    1. Click the Administration tab.
    2. In the appropriate section, click the container name or click Manage to open the container Administration page. Then double-click the container.
      The container details page appears.
    3. In the left pane, click the item link (such as Record Definitions in workspaces or Contacts in address books).
      The Items page appears.
    4. Double-click the item.
      The item details page appears. 
    5. In the left pane, click Workflow Processes.
    6. Double-click the workflow that you want to modify.
      The Workflow graph appears, showing cells for each value defined for the field on which the workflow is based (such as Status).
  2. To edit an object in the graph, select it and modify the settings shown in the left pane:
    • To create a rule to a cell or transition line, click Add and enter the settings for the new rule.
      Only triggers that are applicable for the selected object are available. For detailed information about business rules, see Configuring business rules.
    • To rename a cell, type a new name in the State Name field.
      Changing the name here also changes the name of the value everywhere in the system.
    • To move or group cells, follow the instructions in Adding and arranging workflow cells.
  3. To add approval steps to your workflow:
    1. Select the state where approval is needed before proceeding and then select Approval State in the left pane.

      A confirmation message appears. 
    2. Click the appropriate option to create two new cells or select existing cells.
      If you select to create new cells, Approved and Rejected cells appear on the workflow graph. Approval-related rules might be assigned to Approved and Rejected cells.
    3. Configure the Approval state, selecting the Approval Next State and Rejection Next State values.
      For more information, see Creating approval processes. You can create multiple approval steps if needed.
  4. To add a cell:
    1. In the left pane, click Workflow Controls.
      The tab expands to show the available states.
    2. Select the state that you want to add and drag it onto the graph.
      You can add new values as needed to the field on which the workflow is based and then access them in this list.

    3. Modify the settings of the cell as needed in the Workflow Properties pane.
  5. To add a transition line:
    1. Move your cursor over the center of the cell where the transition should start. When an arrow appears, hold down the mouse key and drag the cursor to the center of the destination cell.
    2. Adjust the path of the transition so it is clearly visible by dragging the red boxes located along the line to the correct locations.
    3. Modify the settings of the transition as needed in the Item Properties pane.
  6. To remove a cell or transition, select it and click Remove Selected (or press Delete on your keyboard). If you try to delete a cell that has records associated with it, an error appears, listing the number of records. Click Yes or No.
  7. (Optional) To preview the process before saving, click Preview Workflow Process.
    The workflow appears on a new page. You can modify the workflow and preview it repeatedly until it functions as needed. When you return to this page, click Refresh preview to update the graph.
  8. Click Save.
  9. Publish the container to implement your changes:
    1. In the breadcrumb trail, click the container link.
    2. Click Save and Publish.
      A confirmation message appears.
    3. Click Yes.
      The Publication Succeeded message appears, showing the number of errors and warnings.

Related topics

Deleting workflow processes

Configuring workflow processes

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