Working with Workflow Definitions

This section describes the actions you can perform on a workflow after creating it. The workflow module landing page displays all workflow types in the left-side menu: Standalone Workflow, Staged Workflow, and Stage. When you click on these options, the workflow records appear in grid view. You can search for workflows by name and take actions such as editing, publishing, unpublishing, viewing instances, and deleting.

Note:

You can not modify or delete out-of-the-box (OOTB) workflow definition.

Editing Workflow Definition

Select the workflow type from the left-side menu.
Search for a workflow definition by entering a keyword or use the Advanced Search () icon for more filtering options. For more details, see Filtering Records in the Grid View.
In the list, click the definition name link or select the More () icon at the beginning of the record, and then select Edit.
- Setup pane: Allows updating workflow activities. To learn more about supported activities, see the Activities topic.
- Settings pane: Allows editing workflow details, managing variables, and configuring formulas. To learn more about adding variables and formulas, see Defining Variables and Defining Formulas.
- Instances pane: Allows managing workflow instances. To learn more about workflow instances, see Working with Workflow Instances.
Click Publish. Confirm by clicking Yes, Publish when prompted. A success message confirms the publication.

An updated workflow version is created.

Publishing Workflow Definition

Select the workflow type from the left-side menu.
Search for a workflow definition by entering a keyword or use the Advanced Search () icon for more filtering options. For more details, see Filtering Records in the Grid View.
You can publish a workflow draft in two ways:
1. Go to Actions column and click the Publish button.
2. Click the definition name link in the list, or click the More () icon at the beginning of the record, and then click Edit. In the Setup pane, click Publish.
A confirmation message appears. Click Yes, Publish. A success message confirms the publication.

If the trigger meets the defined criteria, the workflow will execute for the specified context.

Note:

You can publish a draft version of the workflow definition.

Publishing a workflow activates it. Similarly, you can deactivate a workflow by unpublishing it, which returns it to draft status.

Export the Workflow Definition

Select the workflow type from the left-side menu.
Search for a workflow definition by entering a keyword or use the Advanced Search () icon for more filtering options. For more details, see Filtering Records in the Grid View.
Click the workflow definition name link in the list. The Setup pane appears.
Click the More () icon, and then select Export.

A workflow definition is exported in JSON format.

Importing the Workflow Definition

Select the workflow type from the left-side menu.
Search for a workflow definition by entering a keyword or use the Advanced Search () icon for more filtering options. For more details, see Filtering Records in the Grid View.
Click the workflow definition name link in the list. The Setup pane appears.
Click the More () icon, and then select Import.
Browse for the workflow definition file in JSON format and click Open.

A confirmation message appears and the newly imported workflow activities will be visible on the pane.
Click Publish. A confirmation message appears. Click Yes, Publish. A success message appears.

Deleting the Workflow Definition

Select the workflow type from the left-side menu.
Search for a workflow definition by entering a keyword or use the Advanced Search () icon for more filtering options. For more details, see Filtering Records in the Grid View.
Click the More () icon at the beginning of the record, and then click Delete.
A confirmation message appears. Click Yes, Delete.