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About launching a workflow

Launching a workflow begins the process specified in the workflow definition. You can launch a workflow either manually or automatically from a document or from a workflow definition file.

NOTE To launch from a document, the document (or the document class to which it belongs) must be associated with a workflow definition. For information on associating a document or document class with a workflow definition, see one of the following:

  • For Workplace, see Workflow subscriptions in Concepts: event actions and subscriptions.
  • For FileNet Web Services Client or Open Client, see the online Help for Linker.

A workflow can also be configured to launch automatically as the result of adding or saving a document in a particular document class.

Manually launch from a workflow definition file or from a document

  • In Workplace, complete the following steps:
    • Locate the appropriate workflow definition file or document in the object store.
    • From the Information page, select Launch. See Manually launch a workflow in the Workplace Help under Tasks.
  • In FileNet Web Services Client or Open Client, complete the following steps:
    • Locate the appropriate workflow definition or linked document in a Content Services library.
    • Select Launch workflow from the toolbar. If the selected document or workflow definition is linked to more than one workflow definition, you can select which workflow to run.

Launching from a document

If a selected document or document class to which the document belongs is associated with multiple workflow definitions, you can select the workflow definition to launch from the list of links. If the workflow definition has an initiating attachment, the selected document is automatically assigned to the attachment.

Launching from a workflow definition

When you launch from a workflow definition, you can choose one of the following:

  • Start the process specified in the selected workflow definition.

    If the selected workflow definition has not been linked with another workflow definition, this will be the only option available. If the selected workflow definition has an initiating attachment, there will be no target for that attachment.

  • Choose another workflow definition that is linked to the select workflow definition file.

    In this case, the second workflow will run and, if that workflow has an initiating attachment, the originally selected workflow will be the target for that attachment.

NOTE  To launch from the workflow definition file, the workflow definition must have been transferred to the Process Engine prior to launch.

Automatically launch a workflow

  • For Workplace: A workflow subscription defined for a class (document, folder, or custom object) can automatically launch a workflow based on actions such as adding a custom object to the class or checking in a new version of a document in the class. A workflow subscription can also be defined on an individual document, folder, or custom object. The actions that can trigger automatic launch differ depending on whether the subscription is defined on a document, folder, custom object, or class. For example, to launch a workflow automatically each time a document is checked in, you can assign a subscription to the document's class. Similarly, to launch a workflow automatically each time an object is added or removed from a specific folder, you can assign a subscription to the folder's class. For further information on defining a workflow subscription, see Workflow subscriptions in Workplace online Help Concepts: event actions and subscriptions.
  • For FileNet Web Services Client or Open Client: In the Link definition that associates a workflow definition with a document class or document, an administrative user can specify that a workflow will launch automatically when a document belonging to a specific document class is added or checked into the library, or when a version of a specific document is checked in. See the online Help for Linker for additional information.

Launch from Process Designer

The workflow author can launch a workflow directly from Process Designer. This provides a convenient way to test a workflow definition during the design process. For further information, see Launch a workflow from Process Designer in the Process Designer online Help.