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Workflows Management refers to selecting different management options available for a workflow display name, version and timestamp and applying them to have a better management of the workflow structure.

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For information about importing a new workflow into Administrator, please visit 1.3.1.1.2. Category Import workflow(s) (This option is only available in Administrator). 


Edit Workflow

A workflow is represented by a three level structure: display name, version and timestamp. The edit option is available for all three levels of a workflow. In order to edit a workflow's display name, right click over it and select the Edit option, as seen below:

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The Edit display name window will be opened. Type in the new display name, select language and click Save:


If the workflow has profiles defined for the current display name (profiles are associated with workflow's display name and version when created), a Confirmation window will open:



In order to edit a workflow's version, right click over it and select the Edit option, as seen below:

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The Edit Version window will be opened. Type in the new version and click Save:

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If the workflow has profiles defined for the current version (profiles are associated with workflow's display name and version when created), a Confirmation window will open:

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In order to activate/deactivate a workflow's timestamp, right-click over it and choose the Activate/Deactivate option.


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In order to edit a workflow's timestamp, right-click over it and choose the Edit option.


 


The Edit Workflow wizard will be opened. The Edit Workflow wizard consists of three different steps.

  • Step 1/3: on this step, all workflow details can be changed, except the workflow's Filename. Click Next to go to the next step, or Finish to complete the editing.


  • Step 2/3: on this step, user permissions can be changed for the timestamp. Click Next to proceed to the next step, Previous to go back to the previous step or Finish to complete the editing of the workflow. Click Close to abort the current operation.

  • Step 3/3: this step only presents the editing summary. Click Previous in order to go back to the previous step (if other changes are necessary) or Finish in order to complete the workflow editing process. Click Close to abort editing process.


Create Info Element

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There are two types of configuration:

  • Link
  • IFrame

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  • insert Name
  • insert Description
  • set an image (optional)
  • set the type from the Type combobox - Link or IFrame
  • insert the URL
  • click Edit Rights and select the users 
  • click Ok in order to save the configuration

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Info Elements are used to provide auxiliary information in Portal in different scenarios. Similar to workflows, they will be visible under a category in Portal → Workflows but they cannot be launched for execution, the only action available is Open action that will open the info element either in a separate tab if the type of the info element is link or in a new window if the type is IFrame.  In the Administrator → Overview, Info Elements look similar to workflows and can be reordered/assigned to different categories, but unlike workflows, they have no versioning. 

In order to create an Info Element, right-click on a category and select Create Info Element option. This will open the Create Info Element window:

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There are two types of Info Elements: Link or IFrame. 

Create Info Element

  • insert Name
  • insert Description
  • set an image (optional)
  • select type: link of IFrame
  • depending on the type selected insert the specific information:
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  • click Edit Rights and select the users that will have permissions to view the info element in Portal
  • click Ok in order to save the configuration
3. Basic functionality and definitions:
    • Create a new Info Element via contextmenu-> open the modal to create a new Info Element under the selected Category
    • Edit an existing Info Element -> can be done by selecting the Info Element in the Tree and Editing the Options on the right side of the Administrator area
    • Delete an Info Element via contextmenu -> delete the Info Element
    • Clone in Info Element via context menu-> display a modal to define a new name and a button to clone the Info Element

Delete Workflow

The edit option is available for all three levels of a workflow. The deletion can be done by right clicking over a workflow display name, version or timestamp and select the Delete option.

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A pop-up message should be displayed, asking to confirm the deletion of the workflow. By pressing Yes the workflow will be deleted.

If a workflow timestamp is checked-out or scheduled, the deletion is not permitted. If a workflow display name/version contains checked-out or scheduled timestamps and the delete option is selected, all timestamps/versions will be deleted except the ones which are not permitted. 


Assign Workflow To Category

This option is only available on the timestamp level. In order to assign a workflow timestamp to a different category, right click over it and select the Assign To Category option:

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If the timestamp display name does not exist on the new category, it will be created once the assignment is completed.  

Converting a snippet workflow into a workflow can be done by assigning the snippet workflow to a new category, different than Snippets category or by cloning (option only available in Flowster Designer) a snippet workflow and selecting a different category than Snippets category. 

NOTE: converting a workflow to a snippet workflow can be done the same way, by changing the parent category of the workflow into Snippets category. 

Export Workflows

This option is only available on the timestamp level.

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Multiple workflows (with all their available profiles and execution logs) can be exported only for a selected category by right clicking over the category and selecting the Export option. 


Compare Workflows

This option is only available on the timestamp level. In order to compare two timestamps press Ctrl and select the desired timestamps to be compared, then right click a selected timestamp and from the context menu choose the Compare option. The Compare Workflows Parameters window opens showing the differences between the two timestamps' parameters:


View Workflow's History

This option is available only on the display name level. In order to view a workflow's history, selects the workflow's display name, right click and then choose the History option.

In the Workflow History window you should see changes made on all the timestamps of the workflow such as for: creating a new workflow, checking out , checking in, checking out read only, cloning a timestamp, timestamp parameters, creating a profile, updating a profile.


Stage to Flowster instance

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In order to initiate the staging process, select a workflow timestamp, right click over it and select Stage to Flowster instance option to open the Stage to instance wizard:

 


Staging a workflow via Stage to Instance wizard steps:

  • Select an instance from the list of available instances. Click on Next button to continue with the staging process or Close button to abort. 

  • Select Tenant(s) from the list of Available tenants for the logged in user. It will display all tenants returned from the selected instance (all tenants configured in the destination installation, from the Master database). Multiple selection of tenants is allowed. Click on Next button to continue with the staging process or Close button to abort. 

  • List Of items

The list of items which have been successfully loaded is displayed per tenant. These items are loaded to compare the matching dependencies of the staging workflow. The user can select to Add/Overwrite/Skip the conflict dependency.

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