Using Workflows

1.

Within the Configuration Console, open the Workflows workspace. The list of available workflows appears.

2.

Click Add New. The Add New Workflow page appears.

Add New Workflow Form

3.

Enter information into the fields.

4.

Click Save. The workflow version page appears.

5.

Click Add Version. The workflow designer appears.

6.

Drag the blocks onto the designer as needed, and connect them. Be sure to include Start and Stop blocks.

Workflow Example with Start and Stop Blocks

7.

Configure the block properties as needed. See Workflow Object Blocks.

8.

Check Validate before saving to validate the workflow.

9.

Click Save.

10.

Click Back to Version to return to the workflow version page.

11.

Click Publish to activate the workflow.

You can add other workflows to your workflow, creating a nested workflow.

To invoke a workflow from another, ensure that the trigger condition cannot be met. Otherwise, it does not invoke because it is triggered by the trigger condition that you set up in the workflow configuration.

A triggerData-based conditions or criteria-based conditions that, when they become true, trigger the execution of the associated quick actions in a business rule. is what starts the workflow process.

1.

Within the Workflow Designer, click Configuration from the toolbar. The Workflow Configuration window appears.

2.

Select the Trigger Definition tab, then choose options.

3.

Click Add to add fields to the trigger.

Click Delete to remove a field from the trigger.

4.

Click Save.

HEAT can send you an email every time it encounters an exception to the trigger.

1.

Within the Workflow Designer, click Configuration from the toolbar. The Workflow Configuration window appears.

2.

Within the Exception Notification tab, select trigger fields, relationships, or functions from the left panel, and your email template from the right panel.

3.

Click Save.

You can import scheduled workflows, such as LDAP synchronization or cost service, into the ScheduleEntry object. When using a schedule workflow, do not use another business object as a trigger; only use ScheduleEntry to create a workflow that runs at a specific time or interval. See Schedule Entry

1.

Within the Configuration Console Main Menu, choose Business Objects, then open the ScheduleEntry Business Object. The ScheduleEntry Details page appears.

2.

Choose the Workflows tab. The list of current scheduled workflows appears.

3.

Click Add New. The Add New Workflow page appears.

4.

Enter information into the fields.

The following is an example:

Example Workflow

5.

Click Save. The workflow version page appears.

6.

From the lower toolbar, click Add Version. The workflow designer appears.

7.

Click Configuration from the toolbar. The Workflow Configuration window appears.

Workflow Configuration Window

8.

Select the schedule definition from the drop-down list. This list is populated from the ScheduleEntry workspace.

9.

Enter an Exception Notification if needed. The following shows an example of an exception notification.

Exception Notification

10.

Click Save.

11.

Add object blocks and edit your workflow in the design area as needed.

12.

Click Save.

You can easily modify a workflow. You cannot modify a workflow that has been published or is active. You can, however, create a new version, modify it, then publish it. This procedure describes how to modify a workflow that has not been published.

1.

Within the Configuration Console Main Menu, choose Workflows. The list of workflows appears.

2.

Select the workflow to change. The Edit Workflow page appears.

3.

From the list, click Edit on the workflow you want to modify.

4.

Modify the workflow as needed, then click Save.

You can create different versions of a workflow; however, only one version can be active at a time. Once a workflow has been published, it cannot be changed. You can, however, create a new version from this workflow, then publish it.

1.

Within the Configuration Console Main Menu, choose Business Objects. The business objects overview page appears.

2.

From the right-side panel under Manage Object Workflows, click View Workflows. The list of available workflows appears.

3.

Choose a workflow from the list. The workflow version list appears.

The active workflow is highlighted in green.

You can create multiple versions of a workflow. This is useful when working on workflows as you might have a version that works well, then make some changes that do not work out as well, and want to revert to an earlier copy.

Within the version list, click Add Version on the toolbar. A blank workflow appears.

When a workflow is activated, it is considered published. If the workflow is later deactivated, it is still considered published, although not active. Once a workflow has been published, it cannot be modified. You can, however, create a new version from a published workflow.

1.

Within the Configuration Console Main Menu, choose Workflow. The workflow list appears.

2.

Select the workflow you want to publish. The Edit Workflow page appears.

3.

Select the workflow version you want to publish, then click Publish from the Actions column.

Actions Column

The workflow is now active.

Use caution when deleting a workflow, as related workflows and business objects might not operate as expected.

You can deactivate an active (published) workflow version.

1.

Within the workflow version list, check the active workflow.

2.

Choose More Actions > Deactivate Version.

Deactivate a Workflow

The workflow is no longer active or working.

Use caution when deleting a workflow, as related workflows and business objects might not operate as expected.

• Within the workflow list window of a business object, click Delete next to the workflow to remove.

Delete a Workflow

This action is permanent and cannot be undone.