Add New/ Edit Workflow Page

The Add New/ Edit Workflow page allows you to set up the preliminary details of the workflow or make changes to the details of an existing one. To access this page, go to the Workflows Tab, click the title of the workflow, and then click Edit.

Fields and Buttons

The fields and buttons located on the New/ Edit Workflow page are:

  • Workflow Name: Enter the name of workflow.
  • Instructions: Enter instructional text that applies to the entire workflow. When designing workflows you can add step-specific instructions if you choose. The instructions added here display as a help link in the upper-right corner of the process.
  • Starting Process Layout: Click this drop-down arrow to select the starting process layout that will be used for the start or fill out step of the process. For information on creating page layouts, see Add Page Layouts.
  • Finish Process Layout: Click this drop-down arrow to select the layout that will be used when the process has closed or finished. For information on creating page layouts, see Add Page Layouts.
  • Default Actor Layout: This layout will automatically be used for every step in the workflow when no actor layout has been assigned in the step properties.
  • Default Non-Actor Layout: This layout will automatically be used for every step in the workflow when no non-actor layout has been assigned in the step properties.
  • Has Due Date: Select this check box to assign a due date to the entire workflow. Once selected, the Days for Completion field automatically displays. Enter the number days required to complete the entire workflow in this field.
  • Days for completion: This field displays when the Has Due Date check box is selected. Enter the number days required to complete the entire workflow in this field.
  • Allow Due Date Modification: Select this check box to grant end users the ability to modify the automatically calculated due date.
  • Subject Read Only: Select this check box to preset the subject of the process with one or more data fields. This subject will not be available for editing.

    In an Invoice Approval process, you may want to include a standard subject which includes the company name and invoice number.

    You may choose to do so for a number of different reasons:

    • Give team members one fewer field to complete when submitting process steps.
    • Standardize workflow names for record-keeping purposes.
    • Aid in reporting by reporting on the subject of processes.
    The Subject Set To field displays when this check box is selected and allows you to choose the data fields to pre-populate the subject. Subject Read Only
  • Subject Set To: This field displays when the Subject Read Only check box is selected. Use this field to create a standard, read-only subject using data field expressions. Click Add to open the Edit Expression window and choose the data fields to build the expression. For instructions, see Add Read-Only Process Subjects.
  • Has Tracking Prefix: For tracking purposes, select this check box to indicate that an assigned code already exists.
  • Account Default: This field only displays in edit mode. Select this check box to make this workflow the default option for all projects if a project isn't selected in the Project Assignments section or for just the assigned projects.

    A default account workflow is automatically created when a process is created. If you did not modify the workflow, the system-generated account default is used, which simply has a start and finish step.