Configuring custom workflows

After you import a process definition to IBM Cloud Pak for Data, you must configure the workflow.

About this task

You can create different workflow configurations to specify the following conditions.
  • The actions that trigger workflows.
  • The template that is associated with a trigger.
  • The users who are responsible for completing the steps in the workflow.
  • The users who are notified about specific steps in the workflow.

The steps that you must follow depend on your process definition. You can apply the following principles to your own process definitions.

Procedure

  1. Log in to the Cloud Pak for Data web client.
  2. From the navigation menu, select Administration > Workflows.
  3. On the Workflow types tab, click the workflow type that you want to configure.
  4. On the Workflow configurations tab, click New configuration.
  5. Specify a name and a description for the configuration.
  6. Select the workflow template that you want to use for the configuration.
  7. Click Create.
  8. Configure each step in the workflow.
    The options that are available depend on your process definition.
    Properties
    If configured, you can specify more workflow-level configuration properties to provide values to the workflow logic.
    Conditions
    If available, click Add condition to specify the conditions under which the workflow configuration is triggered.
    Workflow tasks (steps)
    If specified in the template, you can configure user tasks in the workflow. Tasks can have the following sections, depending on what is defined in the template:
    Task duration
    If available, specify the duration period for the task. When the due date is reached, the task is automatically marked as Overdue. The duration period can be overwritten, for example, with a due date set for the preceding task, or if the user sets a specific due date when placing a new request from Task inbox.
    Assignees
    If available, click Add assignees to specify which users can complete the step.
    If there are multiple options for how the step can be completed, select the appropriate option for this configuration. For example, if you are configuring an approval step, you might need the following options.
    • One assignee to approve the request.
    • A specific number of assignees to approve the request.
    • The minimum percentage of the majority (51% - 100%) of the assignees to approve the task.
    • All of the assignees to approve the request.
    Notifications
    If available, click Add recipients to specify which users will be notified for any events that are associated with the step. For example, you might want to:
    • Notify the user who submitted the request that the request was approved or rejected.
    • Notify the assignee when the task is assigned to them or when the task is overdue.
    Task configuration properties
    Depending on the template, various input fields are available, for example, due date for the task or task priority.
  9. Click Save to save your changes to the configuration.
  10. When you are ready to use the configuration, click Activate.
    Important: If you edit an active workflow configuration, only new tasks will use the updated configuration. Active tasks will continue to use the configuration that was defined when the task was started.

Results

After you activate a workflow configuration, new tasks will be generated when the workflow conditions are met. You can monitor the status of workflow tasks from the Workflow management page.