Viewing/Editing Workflow Details

You can view and edit Workflow details from either the Overview or Layout page. Both pages have an array of buttons on the right side of the gray banner. .

Click to view Workflow details.

Information displayed here includes:

• Workflow Name

• Workflow Type

• Coordinator

• Requested Due Date

• Global (if applicable) and User-Defined Extended Data

  You can edit the values on all fields, except the Workflow Type. You can also create Additional User-Defined fields.

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  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.

  Definitions may also have Global (pre-defined and uneditable) Extended Data depending on the the selected Type.

  The Definition must be checked out in in the Editor in order to work with Extended Data definitions. With the Definition checked out, from the Version drop-down list, select Edit Definition.

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  This opens the Add/Edit Definition dialog.  

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  Adding Extended Data Ad-hoc

  To add a row as a User-defined ad-hoc item:

  1. Click to add a new line to the list of extended data.

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  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...).

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     • If you select List as the Type you'll also need to select the List.

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  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 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 is displayed 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 to open the Link Extended Data Templates dialog.

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  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.

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  4. Click SAVE to save the link as a new row in the Edit Definition window.

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  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.

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  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.

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  The Refresh icon 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 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.

  Note

  Any changes made to the Edit Definition fields are not active until the Definition has been checked in and the version has been promoted.