Editing Workflows

Whilst a Workflow request is [In Progress] then there may be a requirement to alter some details such as the Action / Step, assigned Approvers, Groups etc.  The Workflow Submitter or an Administrator can make adjustments to the Workflow request whilst it is [In Progress] if the specific Workflow Definition's configuration allows this type of update.

Once a Workflow request has begun then the status of the record is updated to [In Progress], and the [Workflow Activity] screen will now be available to show the full details of the Workflow.

This screen also allows you to Cancel the whole request, Edit the existing Approvers or Actions / Steps in the Workflow or send an Workflow request reminder notification.

• Open up the concerned record
• Click on the [Workflow Activity] screen, this will either be on the top right of the screen if you are the submitter 
• Or in the [...] option if you are not part of the Workflow or an Administrator.

The Workflow Activity screen has 4 tabs of information. Details, History, Workflow Progress and Approval Progress.  For more information about each of these tabs please refer to the 'Workflow Activity' article here.

Making edits to an In Progress Workflow as an Administrator

Click on the [...] option on the top right of the record and choose the option Workflow Activity [as Administrator] option. 

When the Workflow Activity screen opens you will have the ability to either Cancel the Workflow, send a reminder Approval notification about the request or the Edit the existing Approvers or Workflow Actions / Steps.  Access to these options can be found in the [...] of the Workflow Activity screen.

Cancelling a Workflow

There may be a requirement to cancel a Workflow request all together, this may be because the request is no longer required or it could be that the information within the record requires updating and the Workflow needs to be sent after the update.  

If a records Workflow status is [In progress] then the record maybe frozen for update, depending on the configuration for the Workflow Definition you have used.  In this instance, the request will need to first be cancelled and then the record will open for editing again.

• Click on [...] and select the option 'Cancel Workflow'

A pop up screen will appear to allow you to process the cancellation and add a note of the cancellation reason.  

Once the Note is added click [Submit]

• An Workflow transaction record is created for this action 
• A Cancellation email will be sent to: 
  • The Submitter
  • All Approvers that have already Approved the request 
  • The current assigned Approver
• Once sent, the Workflow status will be removed from the entity and the Approval status value will updated to [Approval: cancellation].

Sending Approval Notification

If an Approval has been requested but not yet processed by an Approver, you are able to send another email Approval Notification to that Person / Approval Group to remind them that Approval is still outstanding.  

If the next Approver is an Approval Group then all members of the Group will receive this Notification, if the Approvers are in parallel, then all Approvers that have not yet processed their request will receive this Notification.

• Click on [...] and select the option 'Send Approval Notification'

A pop up screen will appear with the next Approvers details.

• Add a Note
• Click [Send]
• The Notification email will be sent to the the appropriate Approvers
• A transaction record is created for this update

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TIP:  Once an Approval Notification has been sent, subsequent Notifications (reminders) may be subject to a delay, the amount of delay is controlled within the Workflow Configuration screen - if you try to send a Notification within this timeframe a validation message will stop you, after that timeframe has past you will then be able to send the notification.

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Editing Approvers 

You may need to edit one or more Approvers within an Approval Action whilst the Approval is in progress. 

Click the [...] option within the Workflow Activity screen and choose 'Edit Approvers'

The Edit Approvers flow screen will appear, detailing each Approval Step in the Approval Action. Here you have the ability to add/remove or edit one or more of the Step details.

The flow screen can be expanded to a full screen and also zoomed in and out to make viewing easier.

If any Step is already complete then it will be greyed out and cannot be edited or removed.

If you choose to edit the Step then when you click the pencil icon the Step detail will display.  Here you have the option to edit various aspects of the step.

Note: The system will automatically default the Input and Output (prior and next) Step based upon its location in the flow. This location can be updated by changing these 'Flow' values - if you do update then your Step may move location within the flow after saving.

[Save] your edits and a pop up screen will appear asking for a Note

• Add a Note
• Click [Send]
• The Notification email will be sent to the the appropriate Approvers
• An Approval transaction record is created for this update

Editing a Workflow

You may need to add/remove or edit one or more Action or Steps within a Workflow whilst the Approval is in progress. 

Click the [...] option within the Workflow Activity screen and choose 'Edit Workflow'

The Edit Workflow screen will open, here you can add/remove or edit an Action.  If any Action is already complete then it will be greyed out and cannot be edited or removed.

You can also open the Action using the [Edit] button and add/remove or edit one of the Steps within the Action

[Save] your edits and a pop up screen will appear asking for a Note

• Add a Note
• Click [Send]
• The Notification email will be sent to the the appropriate Approvers
• A transaction record is created for this update

Note: edits to the Workflow do not adjust the original Workflow Definition, if require the Workflow Definition to be permanently updated then this should be done via the Workflow definition screen in the Configuration area.

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