Create And Edit Workflow Definitions

Although workflow definitions have the potential to be quite complicated, you only need to configure the options that your organization's change processes require.

Note:

Modifying a workflow definition in Configurator while a workflow made from it exists that is active is not allowed. Release the documents first.

To create or edit a workflow definition:

  1. In Configurator, expand WorkFlow Definitions in the configuration tree to display the existing workflow definitions.

  2. Choose between three options:

    • To edit an existing workflow definition, select it and click the Edit button.

    • To create a new workflow definition, on the Edit menu, select New Workflow Definition.

      A new workflow definition is added to the configuration tree and its property pages appear in the right pane.

    • To create a new QuickChange workflow defintion, on the Edit menu, select New QuickChange Workflow Definition.

      A new QuickChange workflow definition is added to the configuration tree and its property pages appear in the right pane. You can only have one QuickChange workflow definition.

  3. Type or select options on the General tab using the descriptions in the following table.

  4. To restrict the use of this workflow definition to specific users, click the Privileges button.

    For more information about security roles, see Security Roles.

  5. To modify the workflow, see Draw a Workflow Diagram.

  6. Click the Applies to tab.

    A list of all document types in the vault appears. By default, all workflow definitions are available for selection with all document types.

  7. Select the check box in the For existing documents column for each document type for which you want this workflow definition to be applied to existing documents.

    If this check box is not selected, the workflow definition may only be selected for new documents.

  8. Click OK.

Workflow definition general options
Option Description

Display name

Type the name of the workflow definition as you want it to appear to users.

Name

A default internal name is calculated. Accept the default in most cases.

Description

Type an optional description.

Initial workflow manager

Select Current user if the initial workflow manager will be the person who initiates the workflow. This is the same behavior as document type workflows. Select Result of this expression if the initial workflow manager should be calculated when the workflow is initiated. Click the Meridian Enterprise Script Editor button to build a VBScript expression. For information on using VBScript for configuration expressions, including their limitations, see Configuration Expressions.

Note:
  • This option is overruled if the Workflow state for new documents option is set for document types that use this workflow definition.
  • If this option is set, errors can occur if a VBScript event handler attempts to also set the workflow manager.

Use the following expression to calculate the list of possible managers

Select this option if the list of possible workflow managers to which a workflow can be changed should be calculated. If this option is not selected, any vault user can be selected as the workflow manager. Click the Meridian Enterprise Script Editor button to build a VBScript expression. For information on using VBScript for configuration expressions, including their limitations, see Configuration Expressions.

Note:

This option is overruled if the Workflow state for new documents option is set for document types that use this workflow definition.

You may now proceed by configuring each state and transition, as described in the following topics.