Workflow

• Overview
• Changing the Workflow and Workflow Action Names
• Adding a New Workflow State
• Adding a New Workflow Action
• Deleting Workflow States
• Deleting Workflow Actions

Overview

This article will show you how to make basic changes to the workflow. The workflows within your system have default settings that are sufficient for most Flex users. But you can modify any of the workflows to work the way that your company operates. For example, you might want an extra step between the Inquiry status and the Confirmed status of a Quote that forces a user to submit the Quote for review. Or maybe you want to mark both an Event Folder and Quote as Confirmed simultaneously. 

Changing the Workflow and Workflow Action Names

The default workflow name can be modified.

1. On the Projects menu, select Workflow.
2. Select the Options Menu of the workflow you want to edit and click Edit
   • OR double-click the workflow to open and select Edit Workflow in the top right corner.
3. Make edits in the Name field.
4. Click OK.

The default workflow action names can be modified 

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Click on the workflow action name you want to edit
4. Make edits in the Name field.
5. Click OK.

You can also change the order in which the workflow actions appear on an element. This is done on the workflow state settings page.

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Double-click the workflow state that you want to edit (listed in the Name column).
4. Select the Outflow Actions tab
5. Select the Drag and Drop icon for the workflow action name to change the order in which they appear (changes will automatically be saved).

Adding a New Workflow State

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Select the Add New Workflow State/Action icon in the bottom left corner.
4. Choose Add New Workflow State.
5. Enter a Name and select a Status.
   • For more information on creating new statuses, view the Status Options article.
6. Click OK.

Adding a New Workflow Action

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Select the Add New Workflow State/Action icon in the bottom left corner.
4. Choose Add New Workflow Action.
5. Enter the applicable information.
   • Name: The name of the workflow action and how it will appear on the element.
   • Confirm Screen Enabled: When set to "Yes", you will receive a confirmation prompt after the action is executed.
   • Source State: The state that the element will be in before the action is executed.
   • Target State: The state that the element will be in after the action is executed.
   • Change to Type: The element type that the element will be after the action is executed. For example, you may create an element type of "Estimate" in Projects > Element Types until the Quote has been Confirmed.
   • Chained Parent Action: When the action is executed, any selected parent actions will be triggered. For example, you may want to confirm a Quote and Event Folder at the same time.
   • Chained Child Actions: When the action is executed, any selected child actions will be triggered. For example, you may want to confirm an Event Folder and Quote at the same time.
   • Executor Groups: The Security Group(s) that will be allowed to execute this action.
   • Inflow and Outflow Jobs: The Workflow Job that will be triggered when this action is executed. For example, if you want an email to be sent when confirming a Quote.
6. Click OK.

Deleting Workflow States

If there is a workflow state(s) that you no longer use, then you delete that state from the workflow.

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Select the checkbox of the state(s).
4. Click the Delete Selected Workflow State(s) icon located in the bottom left corner.

NOTES: If there are any workflow actions associated with the state, you will not be able to delete them. The workflow actions must first be removed before deleting the state.

Deleting Workflow Actions

If there are some workflow actions that you do not need to use, then you can delete those actions from the workflow.

1. On the Projects menu, select Workflow.
2. Double-click the workflow to open.
3. Double-click the workflow state that is associated with the action(s) you want to delete.
4. In the Inflow or Outflow Actions tab, select the checkbox of the action(s).
5. Click the Delete Selected Workflow Action(s) icon located in the bottom left corner.