--- title: "Creating a Business Process Definition" slug: "creating-a-business-process-definition" updated: 2026-07-31T18:38:56Z published: 2026-08-11T11:46:22Z canonical: "help.idibilling.com/creating-a-business-process-definition" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.idibilling.com/llms.txt > Use this file to discover all available pages before exploring further. # Creating a Business Process Definition This topic covers: - adding a new Definition via the Definitions page - using the Editor to define the functionality through Steps, Conditions, and Subworkflows - Checking in and promoting a version to Production > [!NOTE] > Note > > It is recommended that you have any Groups, Lists, Extended Data Templates and Data Lookups that you intend to use in a Definition in place before you begin building the Definition. See [Ancillary Workflow Elements](/v1/docs/overview-5). #### Adding a Definition 1. From the Main Menu choose **CONFIGURE** > **Definitions**. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/82206.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. Click **+NEW** to display the Add Definition dialog. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80372.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 1. Enter the basic information such as name, type, and whether or not to auto-assign. **More** | Name (required) | Name of the Business Process Definition. > [!NOTE] > Note > > The name should be unique to make finding a Definition easier. | | --- | --- | | Type (required) | Drop-down list of available Business Process Definition types, such as Custom and Order. | | Auto Assign (required) | Default method to be used for auto-assigning tasks when a User Group is assigned: - **Least Effort Time:** When the task status changes to In Progress, the system finds the assigned group's user having the least amount of effort currently assigned to them and auto-assigns the task to that user. - **None:** No user is assigned and the entire Group is responsible for completing a task until an individual is assigned to it. | | Description | Description of what the Business Process Definition does. | 2. If your company needs additional data to track for a workflow, add User-Defined Extended Data to capture that information. **More** #### Adding Extended Data Ad-hoc To add a row as a User-defined ad-hoc item: 1. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/77191.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) to add a new line to the list of extended data. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80663.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. Enter the Field Label (how the Extended data filed will be labeled in the Workflow). 3. Select the Type of data from the drop down (Integer, Text, Yes/No, etc...). **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80664.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) - If you select List as the Type you'll also need to select the List. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80665.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 4. Enter or select a Default Value. Default Value is pre-filled on a running instance of the business process, but can be overwritten during the flow if required. 5. If needed click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80656.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D)to enter a smart data item or Data Look Up. 6. Use the Required check box to mark the field as required if applicable. When checked (required) you cannot proceed with the business process until this field has been filled in. If you attempt to go forward with the field being left blank, the field will turn yellow. Unchecked means the field is optional. Notice that the new link isdisplayed with a green bar on the left side of them in the table. #### Linking to an Extended Data Template To link an Extended Data template: 1. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/77195.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) to open the Link Extended Data Templates dialog. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80667.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. Click the search button to display the available templates. 3. Hover over the far left column in the table, to display the link button, then click on the link to add it to the table on the right. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80669.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80657.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 4. Click **Save** to save the link as a new row in the Edit Definition window. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80670.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) #### Managing Existing Extended Data With ad-hoc links, the Type and Default Value fields and the Required check box are always editable. Also, Edit and Delete icons are displayed when you hover over the row. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80672.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) Clicking the Edit icon lets you edit the Field Label. With linked Extended Data Templates, only the Required check box is open for editing. You cannot edit the pre-configured Type or Default Value. Hovering over the row displays icons for managing a linked Extended data field. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80675.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) The Refresh icon ![refresh icon](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80677.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D)indicates the Extended Data Template has been updated since this link was added to the Definition. This icon is displayed whether or not you hover. The link MUST be refreshed to apply the updates before you can save changes. The linked icon ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80678.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D)indicates this is an Extended Data Template. If you need to convert this Extended Data field to an ad-hoc field, click this icon to remove the link. This makes the Type and Default value fields editable, and adds the Edit icon so you can also edit the Field Label. 3. When you're finished with the above, click **SAVE**. This opens the Editor page. Use the Editor to build a Definition by creating a flow of connected Steps, Conditionals, and Subworkflows. > [!NOTE] > Note > > You can export Workflow Definitions by clicking the **Export** link in the lower right corner. #### Building the Definition in the Editor (Steps, Conditionals, Subworkflows The Editor has four sets of controls. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81556.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) - The buttons along the top are for adding/deleting Steps, Subworkflows and Conditionals **More** | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81550.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Opens the Add Step dialog - This option is available only if the Definition is checked out to you. | | --- | --- | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81551.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Opens the Add Conditional dialog. This option is available only if the Definition is checked out to you. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81552.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Opens the Add Subworkflow dialog - This option is available only if the Definition is checked out to you. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81553.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Deletes the selected item. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81554.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Toggles the transition for the selected Conditional between True and False. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81555.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Updates the layout to display any changes. | - The Version # drop down menu provides version control and editing options. **More** - **Check In** saves the Business Process Definition to the system so it can be modified by someone else. This is only available if the Definition is checked out to you. - **Check Out** opens the Definition to allow editing. This is only available only if the Definition is checked in. - **Discard** removes all changes since the last check-out and changes the Definition's state back to Checked In. This is only available only if the Definition is checked out to you. > [!NOTE] > Note > > If this is the first version of the business process definition, and it has not been checked in yet, selecting Discard will delete the Definition, not just the current changes you made. - **Promote** makes the current version the active Definition which can be used to start the Workflow. This is only available only if the Definition is checked in. - **Edit Definition** opens the Edit Definition window containing the same information as the Add Definition window. This is only available only if the Definition is checked out to you; otherwise, the option is View Definition. - **Edit Assignment Sets** opens the Available Assignment Sets / Configuration for Assignment Set window to allow adding or editing Assignment Sets. This is only available only if the Definition is checked out to you, otherwise, View Assignment Sets is displayed. - The controls at the bottom left are for scrolling/zooming the canvas. **More** Workflows with many steps may not display all the steps when you first open the Editor or Layout pages. You have the following options when navigating the Business Process Definition canvas: | To see more Steps of the Definition on the canvas, you can click and drag anywhere on the canvas area, or use the pan tool. | ![PanTool](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69026.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | | --- | --- | | To zoom in and out, use the scroll button on your mouse or the zoom bar on the canvas. | ![ZoomTool](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69027.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | | To make the canvas longer or shorter, click and drag the double bar at the bottom of the canvas when the cursor is a double arrow. | ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/68359.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | - Selecting an item displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, and displays item details with an associated submenu below the Definition canvas. **More** **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81563.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Icon | Applicable Object(s) | Action | | --- | --- | --- | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81584.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Steps, Subworkflows, and Conditionals | Opens a dialog for editing the selected object. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81585.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Subworkflows | Takes you to the promoted version of the definition configured for subworkflow. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81586.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Steps, Subworkflows, Conditionals, and Transitions | Deletes selected object. | | ![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81587.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) | Transitions (arrow out of Conditionals) | Toggles the transition condition (TRUE/FALSE) based on current configuration. | To build a definition: - **Start by checking out the version** (**Version** # > **Check Out**) to enable the Add Step/Conditional/Subworkflow buttons. - **Then add Steps, Conditionals and Subworkflows** as needed. Refer to the respective topics for details: - **Steps** A Step is a collection of Tasks. Each Task performs one logical operation within a Step. A Task may be manual (completed by an individual) or automated (completed by a machine resource). In a Workflow, a Step cannot be started until all of the Tasks within the preceding Step have been completed. #### To Add a Step: 1. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81557.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) to open the Add Step dialog. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80444.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. Enter the Name and Description and click **SAVE**. 3. Add one or more Tasks to the step as needed. #### To Add a Task to a Step: 1. Select the Step where you want to add the Task. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas. 2. Either click the **Edit** icon in the toolbox, or select **Edit** from the submenu. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81563.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) This opens the Step Details dialog. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80596.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 3. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/76589.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) . This displays an **ADD** button above the task list. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80598.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 4. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/76590.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D). This adds a new row to the bottom of the Task list, and the right side of the page displays fields to define the new task. This area has two tabs (**Details** and **Data Links**). Details are displayed by default. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80601.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 5. Enter Task Details. Name, Rank, Action, and Duration are required fields. The Action defaults to Manual. You can select an Automated Action from the gallery instead if needed. In this case you'll need to define the Action's parameters. You may also choose to add an Assignment Set for this Task. **More** | Task Name (required) | Defaults to the name of the selected Task, but can be overwritten. | | --- | --- | | Rank (Required) | Order in which this Task should be performed, in relation to other Tasks within the same Step. (1 = first, 2 = second, etc.) If two tasks can be perform simultaneously, they can be assigned the same rank. | | Action (Required) | See below. | | Duration (Required) | Maximum number of time units the Task is scheduled to take. > [!NOTE] > Note > > Duration is actual chronological time. If the duration is set for 12 hours and the Task starts at 5:00 PM on Friday, it becomes overdue at 5:00:01 AM on Saturday. | | Description | Description of what is to be accomplished in this Task. | | Effort | Amount of actual time a participant takes to perform a task. It does not include time waiting for other outside activities to complete. Clear the check box to change the amount of time and units for the Effort. Check the check box to use the same settings as Duration. | | Assignment Set | Assignment Sets can be used to ensure the same user or group are assigned to a related set of tasks. This is done by assigning the same Assignment Set to all applicable tasks. Here you can assign an Assignment Set to this Task by selecting one from the drop down menu (list of all existing Assignment Sets within the Work flow), or click the **New** link to add an Assignment Set. **More** \| Name \| Name of the Assignment Set. \| \| --- \| --- \| \| Default Group \| Drop-down list of available User Groups. Select a Group to let the system automatically assign the user to the tasks. > [!NOTE] > Note > > If you select Default Group, do not select a Default User. You must select only one. \| \| Default User \| Drop-down list of available users. Select a User to automatically assign that user to the associated tasks. > [!NOTE] > Note > > If you select Default User, do not select a Default Group. You must select only one. \| \| Auto Assign \| Determines if/how the system assigns the User to the associated tasks: - Inherit from Definition - Least Effort Time - None \| | | Name | Name of the Assignment Set. | | Default Group | Drop-down list of available User Groups. Select a Group to let the system automatically assign the user to the tasks. > [!NOTE] > Note > > If you select Default Group, do not select a Default User. You must select only one. | | Default User | Drop-down list of available users. Select a User to automatically assign that user to the associated tasks. > [!NOTE] > Note > > If you select Default User, do not select a Default Group. You must select only one. | | Auto Assign | Determines if/how the system assigns the User to the associated tasks: - Inherit from Definition - Least Effort Time - None | | Default Group | Name of the Group responsible for completing the Task. > [!NOTE] > Note > > If you do not assign a Default Group or User, the Task will have a status of ***In Error*** once a Workflow using this Definition is started. | | Default User | User name of the participant responsible for completing the Task. > [!NOTE] > Note > > If you do not assign a Default Group or User, the Task will have a status of ***In Error*** once a Workflow using this Definition is started. | | Auto Assign | Method the system should use to assign the task: - Inherit from Definition: Use the assignment method selected for the Definition. - Least Effort Time: When the task status changes to In Progress, the system finds the assigned group's user having the least amount of effort effort currently assigned to them and auto-assigns the task to that user. - None: No auto-assignment is performed. Tasks are assigned manually. | #### Actions The Action defaults to ***Manual*** - to be manually completed by a user. Click the link to display the Actions gallery where you can select an automated action (completed by the system) if needed. > [!NOTE] > Note > > The Gallery includes the ***Manual*** option. If you select an Automated Task, the associated parameters are displayed at the bottom of the Task Details. After you complete te parameter definitions, you can click the **Parameters** up/down arrow to collapse the view. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80614.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) Automated Tasks can contain parameters whose values are populated when the coordinator enters the information for a new Workflow. **Notes:** - Any steps created for an Order-based Workflow Definition have, at minimum, the top two actions in the gallery list: '***Billing System Update'*** and '***Complete Order'.*** ***Set Start Date', 'Set End Date',*** and ***'Update Billing Status'*** are optional. - 'Send Notification' is ***not*** the same as the 'Send Email' action. Send Notification is a generic notification sent within CostGuard that is based upon the customer's account number. This Action automates the Send Notification functionality from within the client. The notification is sent through the CostGuard account, using the templates within CostGuard. This is not the Workflow user. 6. Click the **Data Links** tab if you need to add Data Links. Hovering over an item in the Unlinked Column displays a single (**>**) and double (**>>**) arrow. Clicking **>** moves the item to the Linked Column. Clicking **>>** moves it to the Required column. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80606.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 7. When the Task Details are complete, click **SAVE**. This closes the Edit Step dialog and adds the new Task to the list at the bottom of the editor page. #### Links to more on Actions - [Actions Gallery](/v1/docs/working-with-actions) - [Adding Dynamic Parameters](/v1/docs/adding-dynamic-parameters-injections-variables) - **Conditionals** A Conditional is a decision point between Steps, Subworkflows, or other Conditionals within a Business Process Definition. #### To Add a Conditional: 1. First determine how you want to add the conditional: **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69257.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 1. To link the Conditional after a Step or Subworkflow, select the item. 2. To link the Conditional to another Conditional, select the Conditional. The new conditional is added with the decision of ***True***. 3. To add the Conditional unlinked do not select anything. 2. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81558.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) to open the Add Conditional dialog. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69254.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 3. Enter a Name and Description and click **SAVE**. 4. Add the rules to the Conditional. > [!NOTE] > Note > > All Conditionals must have at least one rule before the Definition can be checked in. If not, the system displays the following error: [LoggingNumber=500449] All clauses must have at least one child clause or child condition. Conditional rules are evaluated starting at the bottom of the hierarchy. #### To Add a Rule to a Conditional: 1. Select the Conditional. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas. 2. Either click the Edit icon in the toolbox, or select **Edit Conditional Details** from the submenu. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81565.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) This opens the Edit Conditional Details dialog. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69285.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) > [!NOTE] > Note > > The **Edit** option in the submenu opens a Step Details dialog where you can edit the Conditional name and/or Description. 3. Click the **Add Condition** link to add a rule to be evaluated separately. OR Click the **Add Group** link to add a set of rules to be evaluated together. 4. Select **All** to have the rules evaluated as an "***and***" statement. OR Select **Any** to have the conditions evaluated as an "***or***" statement. 5. Select the rule name, its operation (**=**, **>**, **>=**, **<**, **<=**, **<>**), and enter the evaluation value. **(Show picture)** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/69288.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 6. When all the rules have been added, click **SAVE**. - **Subworkflows** A subworkflow is a step that automatically starts a specified (existing) Business Process Definition within the Business Process Definition where the Subworkflow is added. This creates a hierarchical link between Workflow definitions. Subworkflows let you build large, complex business processes or smaller processes linked together. #### To Add a Subworkflow: To add a Subworkflow: 1. Click ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81559.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) to open the Add Subworkflow dialog. **Show picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81561.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. Enter the Name (required) and Description (optional) and click **SAVE**. 3. Edit the Subworkflow to select the associated Business Process Definition and define other Subworkflow details. #### To Define a Subworkflow: 1. Select the Subworkflow. This displays a toolbox next to the selected item with Edit (Pencil) and Delete (X) options, as well as item details with an associated submenu below the Definition canvas. 2. Either click the Edit icon in the toolbox, or select **Edit** from the submenu. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81570.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) This displays the Step Details dialog. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81573.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) This dialog has three basic sections: - Name/Description (as previously defined) - Subworkflow Configuration - Extended Data 3. Click **Edit** to make the Step Detail fields editable. 4. Use the Subworkflow Configuration section to select the Business Process Definition and other details as follows: 1. **Workflow** - This field is required. Use the drop-down menu to select the Business Process Definition to execute for this Subworkflow. The menu lets you search for a definition. Only promoted definitions are available for selection. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81576.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 2. **Workflow Name** - This field is optional. Enter the Workflow Name to display when the subworkflow step goes to ***In Progress*** status and a subworkflow is created. The value from the Workflow field will be used if Workflow Name is not specified. You can insert SmartData to configure the Workflow Name. Clicking on the Smart Data icon displays a list of extended data fields already configured on definition and Data Look Up option. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81579.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) 3. **Coordinator** - This field is required. The system defaults the Coordinator to the same user as configured on the Parent Workflow (**Inherit from parent**). You may specify a different Coordinator by selecting one from the drop-down menu. 4. **Step Waits for Subworkflow to Complete** - When checked, the Parent Workflow will wait for the subworkflow to complete before moving on to the next step in the process. When not checked, the subworkflow step will immediately go to ***Completed*** status when the subworkflow instance is created. The link between the parent and subworkflow will exist regardless of the wait indicator configuration. 5. Override Extended Data as needed. Selecting Workflow definition (step 4.1 above) displays the associated Exended Data configuration. You can override the defaults for this specific subworkflow configuration. You can add new User-Defined extended data. Upon clicking add, the system will display two input boxes. The first input box is required and should be populated with the desired field label. The second should be populated with a default value. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/81582.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) #### Passing Data from a Subworkflow to the Parent You can pass extended data defined in the subworkflow back to the parent. When you hover over a row of extended data, the system displays a **Map Data Back to Parent** link. **Show Picture** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/82145.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) Clicking this link displays a list of all extended data on parent workflow. Select extended data from list. To remove the mapping click the red x (![](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/82150.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D)). > [!NOTE] > Note > > There may be instances where you have several subworkflows behind a conditional and each may capture key data that is needed within the parent workflow. Because they are behind a conditional not all the subworkflows may run, some may be excluded. For this reason, the system does not limit the number of times parent extended data can be selected. You can have an extended data fields from each subworkflow map back to a single field in the parent workflow. Click on the Info icon for help. **Info icon** ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/82148.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) - - **Add/edit Assignment Sets as needed** - Assignment Sets can be used to ensure the same user or group are assigned to a related set of tasks. This is done by assigning the same Assignment Set to all applicable tasks. If you didn't add Assignment Sets as part of Task configuration, or if you need to make changes, see [***Adding or Editing an Assignment Set***](/v1/docs/adding-or-editing-an-assignment-set). - **Add/Edit Extended Data** - You can add User-defined Extended Data as an ad-hoc item or link to a predefined Extended Data template. Ad-hoc items exist solely within the Definition where they are added. Extended Data Templates are available to be used within an Definition. To add Extended Data see [***Adding/Editing Extended Data***](/v1/docs/adding-extended-data). #### Check-in and Promoting the Version You can maintain multiple versions of a Business Process Definition. To be available for use as a Workflow, a version must be promoted to the Production environment. Only one can be promoted at a time. You can revert to a previous version, if necessary. To promote a version via the Editor, check in the version (**Version** # > **Check In**). > [!NOTE] > Note > > Definitions cannot be deleted once they're checked in. When you check a version in you may enter reference notes as need. Also, you have the option of promoting the version to production, or you can defer this until later. > > **Show Picture** > > ![UG template for Help](https://cdn.us.document360.io/3f7f8ade-bcb1-4ec8-af25-0c0ad8601afb/Images/Documentation/80705.png?sv=2026-02-06&spr=https&st=2026-11-14T10%3A58%3A42Z&se=2026-11-14T11%3A58%3A42Z&sr=c&sp=r&sig=T1g6sQZsHQnRQvvUFyAyzyYF3MTqTRCBKbTMYGuvnT0%3D) If you defer promoting until later, the Promote option is located under the version drop down menu: **Version** # > **Promote**. > [!NOTE] > Note > > If you return to the Editor and discard the changes, any changes made to the Step Details will no longer be saved. However, if you save the change in the Step Details they will not be available until the Definition has been Checked In and the Version Promoted. #### Starting a Definition and Managing Workflows Once promoted you can start the Definition (Workflow) via the **START** menu option. The Start page gives you the option to ***auto-start*** the Workflow, or put it in a ***Waiting*** status. Auto-start starts the Workflow and opens its Overview. ***Waiting*** status opens the Layout page where you can review the logic flow and start the Workflow as needed. See [Starting a Workflow](/v1/docs/starting-a-workflow). For details on managing Workflows (search, edit, pause resume, etc... see [Managing Workflows](/v1/docs/managing-workflows).