The following sections describe how workflows are configured via the Workflow Manger of the Cumulus Server Console or Web Server Console.
PRECONDITIONS: To configure workflows, you must have the appropriate permissions (Permissions> Server Permissions >Administrator Permissions > Workflow Administrator).
The Workflow Manger displays a list of all defined workflow. You can create new workflows or edit and remove existing ones. For editing the definition of new or existing workflows, the Configure Workflow [workflow name] pane is displayed.
NOTE: Creating/modifying workflows If workflows are created or edited with the Workflow Manger, they are not immediately available for usage. To use a workflow, it must be assigned to each catalog you want it to use with. Likewise, if you have modified the definition of a workflow, you must explitcitely update this workflow for every catalog to which it is assigned in order to make the modifications effective. For details on how to assign workflows to catalogs, and how to update modified workflow definitions, via the Catalog Settings pane of the Preferences dialog, see Workflows Tab.
The Configure Workflow [workflow name] pane contains the following tabs:
The General Tab
This tab contains general information on the workflow. Use this tab to define:
• Name – The name of the workflow. Required Value!
• Description – short description of the workflow, providing helpful hints to the users (optional).
The States Tab
This tab contains a table of all states defined for the current workflow. Use this tab to add new states and to edit or remove existing ones.
States are always displayed in alphabetical order. Their sequence in the actual workflow is defined with the activities.
A state consists of a name and a description (optional). Additionally, you can specify which functions shall be available to assignees directly from within a state. Click Create to define a new state, or click Edit to modify name, description and/or available functions for an existing state. Clicking Create or Edit opens the Configure Work State dialog.
The Configure Workflow State dialog
The Configure Workflow States dialog defines a state:
• Name – The name of the state. Required Value!
• Description – short description of the state, providing helpful hints to the users (optional).
• Available Functions – functions that are available in a toolbox in the workflow state and can be applied to assets immediately. Click Add to get a list of functions that can be added to the toolbox. It is recommended to choose only such functions that make sense within the current workflow state.
The Activities Tab
This tab contains a table of all activities defined for the current workflow. Use this tab to add new activities and edit or remove existing ones.
For each activity, the table displays
• its name and description
• the source state (activity can only be performed if the asset is in one of the available source state)
• the target states (the state the asset is promoted to by the activity)
• a radio button to make the activity to the starting activity, i.e. the activity which attaches the asset to the workflow. Every workflow must have a starting activity.
Click Create to add a new activity, or click Edit to modify an existing activity. Clicking Create or Edit opens the Configure Workflow Activity dialog.
The Configure Workflow Activity dialog
The Configure Workflow Activity dialog provides the following tabs:
The General Tab
This tab defines general information on the activity.
• Name – The name of the activity. Required Value!
• Description – short description of the activity, providing helpful hints to the users (optional).
• Source States – one or more states in which the activity is applicable.
• Target State – the state the asset is promoted to by the activity.
The Pre-conditions Tab
This tab defines conditions that must be met for the activity to be applicable.
• Enable activity only for record matching – if activated, you can select a query to filter the assets to which the activity is applicable. Any query saved at the Desktop Client can be selected, however, make sure to select a query that does not contain placeholders!
• Restrict activity to – if activated, you can select users/roles which are allowed to perform the activity (and implicitly, to promote an asset to the respective target state).
The Assignments Tab
This tab defines to which users/roles the asset is assigned in the target state. The following assignments are possible:
• Do not change assignment is – the asset remain assigned to the same user/role as in the source state.
• Clear assignment – the asset will no longer be assigned to a user/role in the target state (select this option only for the last state of the workflow!)
• Assign to user invoking this activity – the current user is assigned in the target state.
• User selects assignment – the user invoking the activity must select a user/role to which the asset is assigned in the target state.
• Set assignment to – select one or several users/roles to which the asset is assigned in the target state. Note that it is possible to assign an asset to several users/roles.
The Actions Tab
This tab defines actions that will be performed on the asset during the transition to the target state.
• Apply metadata template – if activated, you can select a metadata template that will be applied to the asset.
• Apply permission template – if activated, you can select a permission template that will be applied to the asset.
• Execute asset action – if activated, you can select one or more asset actions that will be performed on the asset during the transition to the target state.