Note: The content in this article refers to single-document workflows, now known as legacy workflows. While existing workflows remain supported and such workflows can continue to be updated and used, legacy workflows will not receive new functionality in future releases. As of the 21R1.2 release, multi-document workflows and object workflows are unified under Admin > Configuration > Workflows.
After the 21R3 release, you cannot create or copy legacy workflows in any Vault. You can continue to refresh or clone Vaults with existing legacy workflows.
If your document lifecycle does not have any legacy workflows, the Legacy Workflow tab will not appear on your document lifecycle configuration page. If you require legacy workflow functionality for such a document lifecycle in your Vault during this release period, contact Support.
This article covers the basic processes for editing and deleting workflows. These actions are available from Admin > Configuration > Document Lifecycles > [Lifecycle] > Legacy Workflows.
How to Edit Legacy Workflows
To edit an existing workflow:
- From the Legacy Workflows tab, click on the workflow name.
- To edit options in the Workflow Details panel, click Edit, make necessary changes and click Save.
- To edit steps, use the options in the Workflow Steps panel. Click Create Step to create a new step. Click on an existing step name or edit or delete the step.
How to Delete Legacy Workflows
To delete an existing workflow:
- If a lifecycle state is currently referencing the workflow as a user action, remove that reference by deleting or modifying the user action. User actions are visible in Document Lifecycles > [Lifecycle] > States > [State] > User Actions.
- From the Legacy Workflows tab, click on the workflow name.
- Select Delete from the Actions menu.
- Click Continue in the confirmation dialog.
Users cannot start the deleted workflow, but Vault does not cancel active workflows. Users can complete active workflows for the deleted workflow. When a user starts a workflow on a document, the Document Audit History logs the workflow name, as well as the specific workflow version used, for example, Approval (v4) workflow started.
Workflow Configuration Versions
Each time an Admin edits a workflow configuration and makes that configuration active, Vault versions the workflow. The initial configuration would be version 1. The next edit would create version 2.
You can see a history of configurations for a given workflow from the workflow detail page (Admin > Configuration > Document Lifecycles > [Lifecycle] > Legacy Workflows > [Workflow]) by opening the Actions menu and selecting View Configuration History. By clicking the version number in this window, you can open the full workflow configuration for that version. The Number of Active Instances column lets you see how many workflows are currently in progress using a specific workflow configuration.
When a user starts a workflow on a document, the Document Audit History logs the workflow name, as well as the specific workflow version used, for example, Approval (v4) workflow started.
Workflow Details Panel
The Workflow Details panel displays the following fields:
- Label
- Label for the workflow, displays throughout the Admin area, in Active Workflows view, and in the Active Workflows panel within the Doc Info page.
- Name
- Name of the workflow, for internal and API use.
- Description
- Optional, description of the workflow.
- Version
- Version of the workflow configuration.
- Status
- Status of the workflow (Active or Editing); all workflows default to Editing. When steps are complete and ready for validation, change the status to Active. Validation checks that the workflow field references all steps and displays errors if found.
- Used by State(s)
- Displays the lifecycle states for which this workflow is a user action.
- Bulk Email Message
- The bulk email template to use if the workflow is started through bulk actions (optional).