A workflow group is a named collection of one or more users or groups
that can be assigned as workflow participants. See About
workflow participants for general information on workflow groups.
To define a new workflow group
If the Workflow Properties dialog is not open, select Workflow
Properties from the Process Designer
toolbar and display the Workflow Groups
tab.
Enter a name for the new workflow group on a blank line. See Naming
conventions for information regarding valid names.
Do one of the following, depending on how users will be assigned
to participate in the workflow. See About
workflow participants for guidelines.
Assign specific users as part of the workflow definition. Click the Modify
button (at the top of the Participants box). Select one or
more names from the list of available participants (on the left), then click the right arrow
to add the selected users to the list on the right. See Participant
selection for additional information about selecting users.
NOTE
The list of available participants consists of the users and groups
defined in the FileNet P8 system you are currently working in. If
you will also execute this workflow definition in another FileNet
P8 system, that system must also include the users and groups you
assign to the workflow group.
Leave the Workflow Group Members
blank, allowing the actual participants to be assigned later—for example,
by the user who launches the workflow or by a participant at a step.
NOTE
If a step will be processed by a workflow group, the actual users or groups must be specified
for that workflow group before the step executes in a running workflow.
Enter a description of the workflow group. (Optional)
To specify the steps in the workflow where the selected
workflow group will be used
Click the Field Usage
button, then select the appropriate steps. See Field
Usage for additional information.
To modify or delete a workflow group
To change the name of the selected workflow group, enter the
new name in the Name field.
To delete the selected workflow group, click the Delete
button above the list of Workflow Groups.
To assign additional members to the selected workflow group,
click the Edit button above the list
of members. Select one or more names from the list of available participants
(on the left), then click the right arrow to add the selected users
to the list of members on the right.
To remove a user from the list of members, select the name
to delete in the list of members, then click the Delete
button above the list.
NOTE
If a question mark (?) is displayed
next to a user name in the list of selected users, that user is unknownthe
name might have been removed from the list of users.
TIP
While not required, at least one user should be assigned to the F_Trackers
workflow group in each workflow definition. See Assign
trackers.
TIP
Assign specific users if the same users will receive the work every time
the workflow runs. Do not assign specific users if different users receive
the work each time the workflow runs.
NOTE
If you change the name of a workflow group or you delete a workflow group,
the change is updated in all steps where the workflow group is used as
a parameter. However, the change is not reflected in expressions where
the workflow group is used.
NOTE
For systems using Active Directory, if a base group has been set above
Users and Groups, members of that Builtin group will be available for
selection in user and group lists. These users should not be used as workflow
participants.