Adding and arranging workflow cells

In the workflow canvas, each cell represents a state such as High Priority or Open Status. You can modify the workflow by adding and deleting cells, moving and grouping cells, and defining rules and approvers for individual cells or transition lines.

You can drag cells to new positions and group cells on the canvas to set up multiple paths through the workflow.  Rules are applied to grouped cells as follows:

• When a state outside of the group is changed to one of the grouped states, any rule defined with an On Enter trigger for that group is applied to the grouped state.
• When a state within the group is changed to another state in the same group, only rules defined with an Updated in State or Group trigger for that group are applied.
• When a state within the group is changed to a state outside of the group, any rule defined with an On Exit trigger for that group is applied.

The following topics are provided:

To add cells to the workflow

1. Open the 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.
   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 that contains the workflow process.
   5. In the left pane, click Workflow Processes.
   6. Double-click the workflow that you want to modify.
      The workflow process details page appears. 
2. In the Workflow controls section of the left pane, select the state, then drag and drop it on the Workflow graph.
   A cell appears for the selected state.
3. Click the center of the new cell and create transition lines to connect it to the correct cells in the workflow.
4. Modify the cells as needed, following the instructions in Editing workflow processes.
5. If you are planning to create cell groups, create the individual cells and transitions first. Then follow the instructions in To group cells.
6. 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. For more information, see Publishing containers.

To move cells to new positions

1. Open the 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.
   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 that contains the workflow process.
   5. In the left pane, click Workflow Processes.
   6. Double-click the workflow that you want to modify.
      The workflow process details page appears. 
2. To move a cell, click and drag it to the desired location.
   For example, you can drag several cells to the right to make room for a new State cell.
3. Adjust the transition lines to match the new locations, following the instructions in Editing workflow processes.
4. 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. For more information, see Publishing containers.

To group cells

1. Open the 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.
   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 that contains the workflow process.
   5. In the left pane, click Workflow Processes.
   6. Double-click the workflow that you want to modify.
      The workflow process details page appears. 
2. Select the cells that you want to work as a group and click Group cells.
   A dotted-line box appears around the grouped cells.
   
3. To add rules to a group:
   1. Select the group outline.
      The settings for that group appear in the left pane. 
   2. In the left pane, in the Business Rules section, click Add.
   3. Configure the settings as needed.
      Only the options applicable to grouped cells appear. For more information, see Configuring business rules.
   4. Click Save.
4. Click Save.
   A confirmation message appears at the bottom right corner of the page.
5. 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. For more information, see Publishing containers.

To ungroup cells

1. Open the 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.
   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 that contains the workflow process.
   5. In the left pane, click Workflow Processes.
   6. Double-click the workflow that you want to modify.
      The workflow process details page appears. 
2. Select the group outline and click Ungroup cells.
   
3. Click Save.
   A confirmation message appears at the bottom right corner of the page.
4. 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. For more information, see Publishing containers.

Related topic

Configuring workflow processes