Workflow Import and Export

Users can import and export Workflow definitions. This can be done within the same environment or across different environments.

Export Workflow Definitions

To export a Workflow Definition:

Open the definition that you would like to export
Click on the version menu
Select ‘Export Definition’.

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If a Workflow Definition is checked out, the ‘Export Definition’ will be disabled.

Once you select ‘Export Definition’, the system displays a warning message. This message is to inform you that you may not be able to import your export file. This warning is applicable when you are attempting to import the export file to a different environment and the file contains subworkflows, or other workflow elements (lists, groups, etc.). that do not exist in your target environment.

If you do not wish to see the warning after the initial display, you can check the ‘Do not show this warning again’ option. This setting is based on your browser cookies so if you log into the system using a different PC or browser, the dialog will display.

Once you click ‘OK’, the dialog will close, and the system will automatically start to download the export file.

Import Workflow Defintions

There are two options when importing a Workflow Definition:

Create a new definition – this option might be used when you have created the definition in your test environment and are ready to move it to your production environment.
Create a new version of a definition – this option might be used when you have an existing definition in production, but you want to make more complex updates and test the changes before you promote in production. The changes can be made in a test environment and then imported to production as a new version of the existing definition.

Import – Create New Definition

To import a new Workflow Definition:

Go to the Workflow Definition page
Click ‘Import’ button.

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The system will display the Import New Definition page. Once the page is displayed, begin by selecting the file you want to import. Do this by clicking the ‘Choose File’ link.

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The system will display a file upload dialog. If you just downloaded an export, the file should be in your download folder.

Select the file that you want to import and click Open. The file you selected will display in the Import File field. If you want to change your selection, click on the folder image.

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In addition to the Import File, you must provide a name for the Definition that you are importing and Definition type. The description field is optional.

If you want to check in your Definition when you are importing, select the option to ‘Check In After Import’. The system will then display two more options:

Check in Notes
Promote After Import

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Import – Create New Definition Version

To import a new Workflow Definition version:

Go to the definition that you want to update.
Click the version menu.
Select ‘Import Definition’.

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The system will display the Import Definition dialog. Once the dialog is displayed, begin by selecting the file you want to import. Do this by clicking the ‘Choose File’ link.

The system will display a file upload dialog. If you just downloaded an export, the file should be in your download folder

Select the file that you want to import and click Open. The file you selected will display in the Import File field. If you want to change your selection, click on the folder image.

If you want to check in your Definition when you are importing, select the option to ‘Check In After Import’. The system will then display two more options:

Check in Notes
Promote After Import

General Feature Notes

Please note that the scope for importing and exporting does not include the custom configuration for:

Lists
Groups
Data Look Ups
Extended Data Templates

If you attempt to import a Definition and there is a mismatch between originating and target environments for one the properties listed above, the system will display an error dialog.

Examples of the error dialogs can be seen below.

Custom Lists not present in target environment

Definitions configured as subworkflows are not present in target environment

Additionally, if you import a Definition that contains Splitter Steps and you select a different Workflow Type upon import, you will not be able to edit the Splitter Step. The system will display an error message.