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Process Reference  
Process Designer
Getting Started
Workflow Properties
  General properties
  Advanced properties
  Attachments
    Define an attachment
  Participants
    Assign Trackers
    Define a workflow group
  Data fields
    Define a data field
  Milestones
    Define a milestone
    Milestone usage
  Submaps
    Create and manage submaps
    Submap usage
  Specify field usage in steps
  Select existing fields
  Field merge types
  Expression builder
Steps
Routes
Validate & Launch
   

Workflow properties - workflow group

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

  1. If the Workflow Properties dialog is not open, select Workflow Properties from the Process Designer toolbar and display the Workflow Groups tab.
  2. Enter a name for the new workflow group on a blank line. See Naming conventions for information regarding valid names.
  3. 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.

  4. 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 unknown—the 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.