Defining a workflow

A workflow definition contains basic information, stages, and actions.

1. Click > Solution Configuration > Workflows.
2. Click New Workflow.
3. Complete the following workflow properties and click Create.
   1. Leave Enabled selected. It can be changed later.
   2. Enter an internal Name for the workflow. It cannot be changed later.

      Allowed characters are A-Z, a-z, 0-9, underscore, hyphen, and spaces. Special characters are not allowed.

   3. Select an Object Type. It cannot be changed later.
   4. Select Auto Start or Manual in Type. It can be changed later.

   For more information, see Defining workflow properties.

   The workflow canvas opens with one default stage, the start stage. The word Draft and the version number, v1, are displayed next to the workflow name. You can begin defining the workflow.
4. Leave the start stage. A workflow can have only one start stage. Click Edit next to Label to add labels to the start stage.
5. Define the standard stages.
   For information, see Defining a standard stage
6. Define the end stages.
   For information, see Defining an end stage.
7. Connect the stages with actions. For more information, see Defining a workflow action.
   Note: You can define a stage and not connect it with an action to another stage. It is not considered an error in the workflow definition. However, the stage is not processed by the workflow. You can use this feature, for example, to define draft stages and workflow branches that you want to save for future use.
8. Optional: If you want to discard changes you made to a workflow, click Discard Draft. All changes since the last published version are discarded.
9. When you are ready to test the workflow, click Publish.
   The v1 version of the workflow becomes the first published version of the workflow.

   If the workflow is defined with a scheduled start, a job for the workflow is automatically added to the Scheduler as a job. The job name is a concatenated value of the workflow name, the object type, and - Scheduled Start. A schedule on a workflow cannot be changed in the Scheduler. But you can enable, disable, and start the job. On the linked detail page, you can change the description and view the schedule.

10. Test the workflow. If you need to make changes to the workflow, open it again in the GRC Workflow Designer. Since you are now opening a published workflow, the word Published appears, the version number is displayed next to the workflow name and the Publish button is grayed out. When you make a change to the workflow, Published changes to Draft, the version number is incremented by 1, and the Publish button becomes active.

    To discard changes you make to a workflow, click Discard Draft. All changes since the last published version are discarded.

    Note: Each time you change the workflow, you need to publish it and re-test it.

    It might be helpful to turn on trace logging for the workflow during testing and error resolution. For information, see Enabling trace logging.

    Each time a workflow definition is published, a new version of that workflow definition is made available to users. The new version is used for workflow instances that are started after it is published. It does not affect workflow instances that are already running.