Configure workflows

Create a workflow

1. Go to Workflow > Workflows then click Create Workflow.
2. Give the workflow a meaningful name by clicking the information icon to the right of the default name in the top right corner of the page. This opens a side panel where you can edit the name.
3. Select the Start activity, then select a Trigger Type. A workflow trigger is an event or an action that when carried out by an end user initiates the workflow. For example, to initiate a workflow each time a new Business Term is added, select Item Added. If you want to specify that your workflow should only be triggered in certain situations, you can add conditions by clicking Add conditions in the Conditions tab.
4. Choose an Assignment ID Scheme to set the format for assignment IDs. An assignment ID is a unique identifier given to a workflow instance.
5. Select an Object Class and an Object Type. For example, select Business Asset then Business Term if you want the workflow to be triggered when a user adds a new Business Term to the Business Asset glossary.
6. Build your workflow by dragging the required activities from the left of the screen into the workflow designer. To rename an activity, select the activity then edit the name in the right side panel.
7. To connect workflow activities, click and drag from a point on one activity to connect it to a point on the next. If you need to go back and delete a connection, select the connection that you want to remove, then press Delete.
8. As you build your workflow, click Save at any time to commit your changes. When you have finished creating your workflow, click Publish then Publish Version 1.

Edit a workflow

You can edit an existing workflow to create a new version.

1. Go to Workflow > Workflows.
2. In the Workflows list view, select the workflow that you want to edit, then click Edit in the right side panel.
3. When you have finished editing, click Publish then Publish Version<version number> to create the latest version of your workflow.

Duplicate a version of a workflow

If you want to create a new workflow that is similar to one you've already created, you can clone an existing version of a workflow rather than creating a new one. For example, this is useful if you want to test modifications on an older version of a workflow without changing the latest version of your workflow.

1. Go to Workflow > Workflows.
2. In the Workflows list view, select the workflow that you want to duplicate, then select the Versions tab in the right side panel.
3. To duplicate a workflow version, select the desired version from the list, then click Duplicate as Workflow from the menu button in the relevant row.
4. Type a new name for your workflow, and update the fields and workflow activities as required.

Deactivate the published version of a workflow

The latest published version of a workflow is the active version. You can deactivate the published version manually. For example, you might want to do this if an Asset Type is deleted, and the workflow trigger was for that specific Asset Type.

1. Go to Workflow > Workflows.
2. In the Workflows list view, click the menu button in the row of the workflow that you want to deactivate, then select Deactivate.

When you deactivate a workflow, it immediately becomes inactive and no new assignments will be created when the triggering event happens. However, any assignments that are already in progress will continue to follow the workflow steps until they are complete.

To reactivate a workflow that has been deactivated, click the menu button in the row of the workflow and select Activate.

Delete a workflow