Editing workflow fields

You can change the values of many of the displayed workflow fields. For simple data types, you can edit "in place" in the results table or update multiple cells with a single new value.

About this task

Changes made at the workflow level affect all work items contained in the workflow, and the values currently displayed do not necessarily represent the values of the underlying work items. To edit array data types, use Edit Field Values. See the information that follows for details of these three editing techniques.

Tip: When you change a work item and save the changes, the changes are not displayed in the workflow roster until you unlock the work item.

Process Administrator displays a column for every field in each workflow or work item that it retrieves. However, not all fields are common to every row, since each work item can contain different user-defined data fields. Process Administrator indicates that a field does not apply to the row by displaying dashes (--------) in the field. You cannot edit fields containing dashes.

Important: Modifying a work item in the Delay and InstructionSheetInterpreter system queues can have unexpected consequences. Do so only if directed by your FileNet® support representative. In addition, do not edit fields in the CE_Operations component queue.

Table 1. Search criteria to edit workflow fields
Criteria	Value
Look for	Workflows or Work Items
In	Workflow Roster or
Search mode	Edit
Select multiple rows?	Yes
Requires prior lock?	Yes (manual or automatic)
Retains lock status when done?	Yes

Procedure

Edit in place (simple data types).
Use this option to edit a field value directly in the cell. To edit cells when the data type of the field is an array, see instructions under Edit via Edit Field Values on the toolbar.
1. Click the cell you want to change or double-click if the row is not locked.
  Important:
  - When editing string fields with multiple lines, you cannot edit in place. Double-click the field to open an edit dialogue that you can use to enter multiple lines. The end-of-line character is shown in the results table as a box.
  - You cannot edit system fields with Process Administrator.
2. Edit the value as desired.
  To modify additional cells, repeat as necessary.
3. Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
4. When you are done changing the workflows or work items, you can unlock them, or leave them locked in order to perform other tasks. See Unlock work for more information.
  If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.
Update multiple cells with a single new value (simple data types).
Use this option to replace the value of multiple cells in the same column with a single value.
1. Select one or more cells in the same column. To select an entire column, click any cell in the column and click Select Column on the toolbar.
  The Value field displays the value of the selected cells when the values are all the same. Otherwise, Various values are displayed . If the data type of the field is an array, the Value box is disabled.
2. Enter the new value in the Value box. Press the Enter key to update the selected cells.
3. Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
4. When you are done changing the workflows or work items, you can unlock them or leave them locked in order to perform other tasks.
  If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.

Edit with the Edit Field Values on the toolbar.

Edit Field Values on the toolbar opens a window in which you can edit the values of the selected cells. You must use this method when the field data type is an array. You can optionally use it for simple data types.

Select one or more cells in the same column. To select an entire column, click any cell in the column and click Select Column on the toolbar.

Click Edit Field Values on the toolbar. If the selected cells are a simple data type, the Edit Fields window opens. If the selected cells are an array data type, the Edit Array Fields window is displayed.

Edit Fields	Edit Array Fields
The Value field displays the value of the selected cells, when the values are all the same. Otherwise,`<Various values>` are displayed .	The <type> Elements column displays the value of each element of the array for the selected cells, when the values are all the same. Otherwise, `<Various values>` are displayed.
Enter the new value in the Value field.	Enter the new value in the Elements column. Process Administrator applies the new value to the specified element of all of the selected cells. To rearrange the order of the elements, use the Up and Down arrows to arrange them in the order you prefer.

Click OK.
Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
When you are done changing the workflows or work items, you can unlock them, or leave them locked in order to perform other tasks.
If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.