Workflow Definitions lists the available workflows in the context of either a customer or business partner depending on your current user access rights and from which menu the workflow definitions were selected. For example if logged in as a business partner engineer and you select Service Desk > Workflow > Definitions, you will be editing your business partner workflows. If however, you click on one of your customers and select Service Desk > Workflow > Definitions, you will be editing a customer specific workflow. The window label describes the context for list of workflows being displayed as either Customer or Business Partner.

Workflow Definition List Functions

The work flow definition window enables to you create a new workflow or to edit an existing workflow.

Lists may be grouped by dragging and dropping a column header to the window header where this option is indicated as shown below. Multiple columns may be added to the grouping list. Column search functionality is supported even when list items are grouped. To remove a group click the 'X' in the group to be removed or to clear all grouping click the Clear Grouping button at the bottom of the page.

The list may be filtered by entering text into the text boxes below the column headers. The list will be filtered automatically as you type. To clear all filters and display the complete list, click the Clear Filters button at the bottom of the page.

Sorting a list is achieved by clicking a column header. Repeated clicking will cycle through, sort ascending, sort descending and no sort. Optionally hovering your mouse over a column header will display a drop down arrow which when clicked will display the sorting and grouping menu options as shown below.

Create Workflow

The Create Workflow button at the bottom left hand side will open a new Workflow Designer window to enable you to create a new workflow, complete with call out list and associated rule. See the Workflow Designer for more detailed information.

Import Definition

The Import Definition enables you to import a workflow that has been exported by you or somebody else. Once imported the workflow will need to be incorporated into the rules relevant to your current customer or business partner environment.

Clear Filters

The Clear Filters button removes all text from the column filters and the list will display all available unfiltered content.

Clear Grouping

Removing a specific grouping may be done by clicking the 'X' on the specific grouping button. Clicking the Clear Grouping button will remove all grouping in one go.

Clear Sorting

Where the list has been sorted by clicking on a column header, the sort behavior can be removed by clicking on the Clear Sorting button.

Workflow Functions

To modify an existing workflow, double click the workflow to edit the workflow details such as its name and description, otherwise right click and select from the context menu to perform an action on the workflow.

Edit Process

Selecting Edit Process from a workflows right click menu will open the workflow in a new Workflow Designer window.

Edit Details

Select this to modify the workflow name and description as shown in the workflow definition list. Click update to save the changes.

Clone

To duplicate a workflow within the same customer or business partner environment, select Clone from the right click menu for the workflow to be duplicated. Provide a new workflow name and description in the Clone Workflow window and click the Clone button. The original workflow will be used as a template when creating the cloned workflow.

Export Definition

To duplicate a workflow outside of the current access level. For example you have created a workflow for a specific customer that would be ideal for a second customer, export the workflow and then from within the second customers environment import the workflow. Exporting a work flow definition will download the workflow as a workflow definition file .vwfdn. This text based file contains the workflow which may then be imported, allowing workflows to be shared.

Delete

Deleting a workflow will remove it completely from all rules that reference that workflow.