Editing or creating a workflow

Using the Workflow console, you can edit an existing workflow or create a new workflow.

1. In the Workflow properties section, add or edit the following.

   Name	Displays name of the workflow.
   Description	Displays description for the workflow.
   Collaboration area	Click to create a collaboration area. For more information, see Editing or creating a collaboration area.
   Access control group	Click to select the ACG.
   Container type	Click to specify the container type as catalog or hierarchy.

2. In the Workflow structure section, drag-and-drop the steps to start building a workflow. You can use the following types of steps to build a workflow.

   Table 1. System steps

   Initial	First step of a workflow. Every workflow must end in either a Success, Failure, or Fixit step. There is only one Initial step per workflow.
   Success	Last step of a workflow. In this step, the system attempts to check the entries into the source container (catalog or hierarchy) of the collaboration area for the workflow.
   Failure	Last step of a workflow. In this step, the system removes the entries from the collaboration area and changes to the attribute values in the workflow are lost."
   Fixit	Special step used to repair entries. You can directly send entries from any step in the workflow to the Fixit step for not satisfying a condition. From Fixit, the administrator of the collaboration area can decide whether to remove the entry from the workflow or check the entry into the source container (catalog or hierarchy) of the collaboration area. You cannot correct the item and return the item back to the original place.

   Table 2. User-defined steps

   General	Allows you to modify attributes. When this step is created, by default, Reserve to edit is disabled.
   Modify	Allows you to modify attributes. When this step is created, by default, Reserve to edit is enabled.
   Or Approval	An approval step where any performer can approve or reject entries, and immediately move them to the next step as specified by either the APPROVED or REJECTED exit values.
   And Approval	An approval step where all the performers must approve or reject entries, and immediately move them to the next step as specified by either the APPROVED or REJECTED exit values. If the administrator of the collaboration area approves or rejects any entries, they immediately move to the next step.
   Dispatch	Allows you to decide the next step in the workflow by adding additional exit values to the workflow step definition. This is a view-only step and you cannot modify any attributes.
   Wait	Makes entries to wait in the step. When used with timeout, you can check in entries to the source container at a specific date. You can also use with logic in the IN() and OUT() functions to trigger an action or delay.

   Table 3. Automated steps

   Automated	Does not require any action to proceed to the next step. The logic of this step is defined in the IN() and OUT() functions of the step's script.
   Make Unique	Removes all the entries copies from other branches of the workflow and thus ensures that entries reaching this step do not exist anywhere else in the workflow before moving to the next step. This usually happens following a split, where there are several next steps that are associated with a single exit value.
   Merge	Merges the entries coming from several steps after a split. If you have ‘n’ steps pointing to the merge step, then ‘n’ copies of each entry must enter the merge step before that entry can move to the next step. Use the condenser step to reduce the number of incoming steps.
   Condenser	Used before a merge step to reduce the number of paths into a merge step by having several steps pointing to the condenser.
   Interim Checkin	Saves any changes that are done to attribute values in this workflow back to the source container (catalog or hierarchy), and then moves the entries to the next step in the workflow.
   Interim Checkout	Undo the changes done to attribute values in this workflow. Performs a checkout that re-fetches the attribute values from the source container (catalog or hierarchy).
   Nested Workflow	Used to include another workflow as a step. The exit values for this step are the same as the termination exit values for the included nested workflow.
   Delete workflow step	Select a workflow step, and click Delete. The Delete confirmation pop-up window opens. To delete the workflow step, click Yes.

   In the Workflow structure section, you can click to toggle the grid view, click to rearrange the workflow steps, or click to take a printout of the workflow.

3. In the Step properties : <name> section, add or edit the following.

   Table 4. Step properties: Step details section

   Step type	Displays the type of the step.
   Step name	Displays the name of the step.
   Allow recategorization	Allows recategorization of entries in this step.
   Allow import into step	Allows import of entries into this step.
   Reserve to edit	Allows editing of entries only if reserved.

   Table 5. Step properties: Exit details section

   Exit value	Displays the exit value of the step.
   Exit step	Displays the exit step.

   Table 6. Performers (User-defined steps)

   Users	Click to open Add or edit users pop-up window. From the left pane, select users to move them to right pane, and click OK.
   Roles	Click to open Add or edit roles pop-up window. From the left pane, select roles to move them to right pane, and click OK.

   Table 7. Step properties: Attribute collections section

   For single edit	Click to open Add or edit attribute collections pop-up window. From the left pane, select attribute collections to move them to right pane. You can specify which attribute collections you want as read-only, editable, or required, and then click OK.
   For multi edit
   For item popup (Not in Initial step)

   Table 8. Step properties: Notifications section

   Send emails when step starts	Select and enter recipient email address to send emails when the step starts.
   Send emails when step timeouts	Select and enter recipient email address to send e-mails when the step timeouts.

   Note: A performer can directly Approve or Reject through the email notification.

   Table 9. Step properties: Script section

   Add script	Click to open Add script pop-up window. From the left pane, select supported expressions and move them to right pane, and click OK.

   Any section with validation error is highlighted with icon. Click to see the error details and view attributes with failed validation.
4. Click Save.