The Edit Step dialog box displays when you drag a Data Entry shape to the designer grid. This dialog box is able for you to customize the workflow step. In order for a step to run properly, there must be at least one action, and at least one role assigned.
See Workflow Designer Overview (Time Tracking) for more information about Data Entry and other workflow shapes. A detailed description of each field is listed below to guide you through the process of customizing each workflow step.
Fields and Buttons
The fields and buttons located on this page are:
- Name: This is a required field. Enter the name of the step in this field.
- Description: Enter a description of the process step in this field. This description displays along with the name of the step when you hover over the step in the workflow designer.
- Send Comment Notifications To Actors: Select this check box to have an email notification sent to the actors in this step every time a comment is made or an action is taken on this step.
- Send Comment Notifications To Past Actors: This check box is clear by default. Select if you wish to send an email notification to all of the past actors on the process, whenever this step is completed.
These notifications can also be added to a daily summary notification in order to reduce the number of notification someone receives throughout the day. See About Summary Notifications for more information.
- Actors:
- Initiator - Select this check box to add the process initiator, or the user who filled out the start step, as an actor. Typically used in scenarios where you need to route back to the initiator of the process because of a rejection from an approver.
- In the Available Role box, select the actors on this step and then click Add. Selected actors display in the adjacent Selected Roles box. The process step will display in these actor's courts for further action to move the process along. Actors are the only users that can take the action to move the process to the next logical step in the workflow.
- Actor Layout: Click the drop-down arrow to select from a list of layouts defined on the Layout Properties page for the process. The selected layout is what is shown for the actors when the workflow enters this step. Click the Preview button to see what the layout will look like for the end user. See Add Page Layouts for more information.
- Background Color: Click this button to change the background color of the step. Having different colors for specific steps or roles can help you identify the rate of involvement for different roles or people. This can also help you quickly identify how often certain process instances occur.
- Text Color: Click this button to change the text color of the step's title. For increased readability, certain text colors may standout against different background colors more than others.
- Add Action: The action is what's required to get you out of a step. For example, Approve, Deny, Completed, Reject etc. Every step requires an action. You are prompted to specify the action when adding a connector between steps. Click Add Action to enter the details of the action. A step cannot be saved without an action. The maximum number of actions that can be configured per step is six. For a description of the fields located on the Add Action dialog box, see Add Action Page Overview (Time Tracking).