Workflow Configuration refers to different settings/options applied to a workflow timestamp with the purpose of preparing the workflow for execution in Portal.

Workflow Details

In the Workflow Details tab there can be found information like the workflow's name, type, display name, workflow ID, timestamp ID, workflow URL, description, check-in comment, version, timestamp, windows execution group and icon.

The Workflow URL allows users to start a workflow in Portal without navigating through categories and clicking on Start button on the workflow timestamp. The link can be copied and edited (e.g. if you want the Portal menu to be hidden, edit the link with https://<IP>/StartWorkflow?showMenu=false&id=114, to match the example in the screenshot above. Users must be authenticated based on the configured method in order to access the link, if not, when opening the link, the user will be asked to authenticate first.

Extra settings are available to customize the workflow's execution, as seen below:

IMPORTANT: The only setting available for snippet workflows is the Is Active setting (Because there can exist multiple timestamps or versions of the same snippet workflow, the user must make active the snippet workflow timestamp that will be triggered during the execution of the linked workflows).

In order to make a workflow active, the user should click the Is Active toggle to switch it to ON. Only one timestamp is allowed to be active per workflow display name, regardless of the number of versions and timestamps.

NOTE: Only workflow timestamps with Is Active set to ON will be displayed in Portal.

Another settings provided is Auto start. If set to ON, the workflow will start automatically each time a restart of the engine server is required (A workflow timestamp with this setting ON will be displayed with a clock icon before the timestamp) This setting is independent from the Is Active status. A workflow executed automatically will be displayed in Inbox or in the History page, without being visible in Workflows page in Portal.

NOTE: A workflow marked as Autostart will take into consideration only the workflow's source file, not the parameters configured in Flowster Studio Administrator.

The Is Exclusive Mode, when set to ON, prevents the execution of a workflow that is already running, with the same parameters configuration. When starting a workflow, it will be checked if the same workflow is not already running. There will also be checked if the parameters values are not the same as those for the already running workflow. If yes, Portal will provide a message mentioning that the workflow is in exclusive mode and that it is already running, preventing a new start.

The Test Mode, when set to ON, allows the user to configure for each workflow timestamp a test mode scenario where workflow’s activities can be disabled individually or by type and save for execution in Portal. In order to configure the test mode scenario, click on CONFIGURE TEST MODE button to disable activities from the workflow’s logic. Activities can be enabled/disabled individually using Individual configuration tab or by type using Global configuration tab:

After executing a workflow in Test Mode, in Administrator→ Reporting→ Execution Logs page, the workflow Tracking Data will log the execution of the workflow in test mode. If the test mode is enabled the workflow’s configuration is also visible in checkout mode in Flowster Designer. After executing a workflow in Flowster Designer, the Tracking Data will display the execution of the workflow in test mode:

The Is Schedule Disabled will show or hide the Scheduler options in Portal. If set to ON, then the user will be able to schedule (repetitive or once, dependent on the selected option) a workflow. If the setting is OFF, then the Start Workflow window will hide the scheduling fields.

The Is Persistable setting, if set to ON, will set up all the Persist flags to True or False in all the workflow's activities which have that specific parameter (for example, the connection activities). This flag can be manually set or it can be automatically enabled in the following situations:

at Import: if the workflow contains at least one of the following activities: Approval, Approve with Values, Wait for More Input
at Check-in: if the workflow contains at least one of the following activities: Approval, Approve with Values, Wait for More Input.

The Tracking Data can be set in three ways : Default, Activate for all activities and Deactivate for all activities.

Parameters

For more information about Workflow Parameters, please visit 1.3.1.2.3. Workflow Parameters page.

User assignments

This setting allows only selected users to view the workflow in Portal (super admins and administrators with permissions defined on the parent workflow's category, are automatically permitted the view of workflows in Portal). Select a workflow timestamp and go to the User assignments tab:

Click the Edit Rights button to check the desired users or groups. When finished, click Save button.

IMPORTANT: This tab is invisible for snippet workflows

Scripts

Assigning scripts to a timestamp requires for at least one script to be created prior to linking it to the workflow timestamp.

This action can be done by selecting the workflow timestamp, going to the Scripts tab and adding the available scripts by selecting a script's version and clicking on the Add button:

After scripts have been assigned to the workflow, they will be included in the execution of the workflow using PSScript or SSH activities, depending on the scripts type. All the added scripts will be executed in the order in which they appear in Scripts tab.

If you want to delete a script assignment from a workflow timestamp, select it from the added scripts list and click on Delete button.

Preview

The Preview tab page will display a screenshot of the workflow’s design:

The image is created during the Check-Out / Check-In process, for each checked in timestamp and it will be included in the Workflow and Category export processes.

Workflow Form Configuration

The Workflow Form Configuration allows the user to customize the Start Workflow form in Portal for a workflow timestamp:

The Visible ViewAllUsers and Visible Fallback settings refer to scheduling options and the Visible Comment setting refers to the Comments field in the Start Workflow form. If set to On, the fields will be visible in Start Workflow form, otherwise they will be hidden.

The View Parameters Summary settings refers to the Parameter summary window that appears after configuring all the parameters in a workflow. In this window the user can see all the parameters that are visible and the configuration added to them, as well as scheduling information. If the toggle is set to false this page will not appear.

The Parameter Visibility can be set in three ways: Display and Sent values, Display values and Sent values. The users can choose which values will appear after the execution of the workflow. This setting is saved per workflow.

IMPORTANT: This tab is invisible for snippet workflows

Linked Snippets

This tab is only visible for workflows that have at least one snippet active with links to the workflow. This tab is not editable, it's solely informative.

NOTE: If users import a workflow containing snippets which are not imported, they will still appear in the Linked Snippets tab but be marked as missing under the Selected Snippet Name column. In order to fix this, the users will have to also import the snippets and activate them.

Create Snippets Report

The user can create snippets report by clicking on button and selecting Create Snippets Report.

A report will be downloaded containing the snippets and their connections.

Linked Workflows

This tab is only visible for snippet workflows that have at least one workflow active with links to the snippet workflow. This tab is not editable, it's solely informative.

Broken Link To Snippets

Linking a workflow to a snippet workflow, requires that at least one Start Snippet Workflow activity is used in the workflow. The link to a snippet workflow is done in the workflow's source file (xaml file), based on the snippet workflow timestamp ID and display name.

Broken Link To Snippets tab becomes visible only when the workflow is active and has broken link to snippets, this translates into a mismatch between the snippet's timestamp ID from the workflow's source file and the snippet's timestamp ID in the Workflows panel. Usually this is caused when the structure of workflows and/or snippets are imported on a different environment or a new installation of Flowster Studio, thus new timestamp IDs are provided after the import of the workflows and snippet. As a consequence, all Start Snippet Workflow activities from workflows, will NOT have the preselected snippet in the Snippet parameter.

Recover Broken Links To Snippets

After the import of the workflows is finished, both snippets workflows and workflows, a warning message will display the list of timestamps imported with broken links to snippets.

For the affected timestamps, a new tab will become visible in the Workflow details section, Broken Links To Snippets tab where the user can recover the broken links by selecting for each Start Snippet Workflow activity in the Selected workflow details panel (the Activity column lists all activities with the display name used in workflow and the Selected Snippet Name provides the filename of the snippet), the imported snippet from the Select the snippet to be set list:

CAUTION: snippet workflows must be active in order to be listed in the Select the snippet to be set

Logging View

This area allows administrators to configure which parameter should be visible in Portal → History view and Administrator → Execution Logs View. The view shows the list of existing workflow/virtual parameters and the configuration is stored in the workflow export file. By default, all configuration options are unchecked.

When a parameter is selected, it will be displayed in Portal → History view and Administrator → Execution Logs view, dependent of the values checked, Display Value and Sent Value will be displayed:

Administrator→ Execution Logs view:

Portal → History view:

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