A Business Process Definition is a collection of one or more structured and linked procedures Steps, Conditionals and Subworkflows, which together realize a business objective or policy goal. The following is a quick summary of the steps/tools for creating and managing Business Process Definitions with links to detailed instructions.
Steps, Conditionals and Subworkflows
Here's a quick overview of the elements that comprise a Business Process Definition:
Steps:
The Definition must contain at least one Step to be promoted into Production.
Steps may contain zero to many Tasks. Tasks are actions that can be Manual (completed by a specified user or group) or Automated (completed by the system).
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.
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The system tracks all levels of a Workflow instance hierarchy. The hierarchy levels are defined as:
Root workflow – This is the starting workflow in the process. Each hierarchy can have only one root workflow.
Parent workflow – This is a workflow that has at least one subworkflow inserted into its definition. A Parent can represent both the parent workflow and root workflow. You can have multiple parent workflows under a root workflow.
Subworkflow – This is a workflow that has a parent workflow. A subworkflow can also be a parent workflow but it cannot be a root workflow.
The relationship of the hierarchy does not solely dictate when Subworkflow steps are started/completed. This is done via the Subworkflow configuration.
Conditionals
A Conditional is a decision point within a Business Process Definition. A conditional can link Steps, Subworkflows, and other Conditionals, or be the first item in a Definition.
A transition coming out of a Conditional is either True or False. Each Conditional can contain many rules which are based on the Definition's extended data.
You can add a Conditional as a stand-alone object and then connect it between two items, or you can select an item and add the Conditional from it.
Assignment Sets
Assignment Sets can be used as part of a Task definition to ensure the same person is assigned to a series of related tasks within a Workflow.
The Workflow ensures the same user is assigned to all Tasks included in the Assignment Set. An Assignment Set is evaluated when the status of the first Task in the set is set to In Progress.
During the active instance of a Workflow, users can change the assigned user and group in an Assignment Set, thus cascading that change to all Waiting tasks within that set.
Note
Assignment sets only exist within a specific Definition, Steps and Sets cannot be 'reused' from Definition to Definition.
Extended Data
You can add Extended data via the Add/Edit Definition dialog as described above. You can also add/edit Extended Data via the Editor.
To begin working with Business Process Definitions, choose CONFIGURE > Definitions from the Workflow menu.
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This displays the Definitions page - the starting point for implementing a new Business Process Definition.
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From this page you can:
Add a new Definition
Build a Definition in the Editor
Promote a Definition version to Production (or otherwise manage the version history).
All Definitions are displayed by default. You can refine the list to display only certain Definitions based on Name and/or Type. Enter the criteria in the respective Search fields and then click SEARCH.
Adding a New Definition
Adding a new Definition is a two-step process. You start with the Add Definition dialog where you define basic Definition characteristics. This dialog is displayed when you click +NEW. On saving this basic information, the Editor page is opened. This is where you actually build the Workflow by connecting Steps, Conditionals and Subworkflows.
See Creating a Business Process Definition.
Opening a Definition in the Editor
The Name column provides links to the Editor page of the most recently saved version of the selected Definition. The Promoted Version column provides links to the Editor page of the promoted version of the selected Definition.
Expanded View
Hovering over the last column displays the expand .png?sv=2026-02-06&spr=https&st=2026-09-24T19%3A53%3A30Z&se=2026-09-24T20%3A08%3A30Z&sr=c&sp=r&sig=8689Pc2nYsjSMRjr2NZVp4aM252P%2BhOJgqHIp6E8qAA%3D)
(or collapse .png?sv=2026-02-06&spr=https&st=2026-09-24T19%3A53%3A30Z&se=2026-09-24T20%3A08%3A30Z&sr=c&sp=r&sig=8689Pc2nYsjSMRjr2NZVp4aM252P%2BhOJgqHIp6E8qAA%3D)
) button. Clicking this button shows/hides Definition highlights including the Name, Type, and Description.
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Clicking EDIT enables the Name and Description fields for editing.
The Version History link opens a view for adjusting (promoting/reverting) the Definition's version. See Working with Definition Version History below.
Working with the Version History and Promoting a Version to Production
The Workflow module lets you maintain multiple versions of a Business Process Definition. This lets you revert to a previous version, if necessary. To be available for use as a Workflow, a version must be promoted.
Expand the Definition . Then click the Version History link. This opens the Version History page for the Business Process Definition.
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You can use the Version or Version button to toggle the version order.
The radio button selected in the Promoted Version column indicates the Production version of the Definition.
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To change the promoted version, select the radio button of a different version. A confirmation message is displayed. Click OK to promote the selected version.
In addition to showing versions and promoted status, this lists provides historical information for each version.
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Version | The version number is a link to the Definition editor page for that version. Click the up/down arrow to list the versions first to last or last to first. |
Promoted Version | The selected radio button indicates that its associated version is the version of the Definition available in Production. To change the promoted version, select the radio button of a different version. A confirmation message is displayed. Click OK to promote the selected version. |
Last Modified | Date and time the version was most recently changed. |
Last Modified By | User name of the individual who made the most recent change. |
Checked Out By | User name of the individual who currently has the Definition checked out. |
Notes | Any notes added by the individual who checked the version in. |
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You can also promote a version when you check it in via the Definition Editor.
Editing an Existing Definition
To edit an existing Definition, click the Name link to open the Editor page. Editing options are available under the Version # drop down menu.
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First you need to check out the Definition. This changes the View Definition and View Assignment Sets options to Edit, and enables the Add Step and Add Conditional buttons. From here, editing procedures are much the same as when you added the new definition.