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Process Administrator
Getting started
Searching
Managing work items
  Lock work
  Unlock work
  Open work
  Edit workflow fields
  Manage trackers
  Manage workflow groups
  Assign/reassign work
  Complete work
  Delete work
  Terminate work
  Unlock work by users/queue
  Change a user's Out of Office settings
Events & statistics
Troubleshooting
   

Edit workflow fields

You can change the values of many of the displayed workflow fields. For simple data types, you can edit "in place" in the results table or update multiple cells with a single new value. To edit array data types, use Edit Field Values.

Changes made at the workflow level affect all work items contained in the workflow, and the values currently displayed do not necessarily represent the values of the underlying work items. See Workflows vs. work items for more information about the ramifications of updating at the workflow level.

NOTE When you make changes to a work item and save the changes, the changes do not appear in the workflow roster until you unlock the work item.

Process Administrator displays a column for every field in each workflow or work item that it retrieves. However, not all fields are common to every row, since each work item may contain different user-defined data fields. Process Administrator indicates that a field does not apply to the row by displaying dashes (--------) in the field. You cannot edit fields containing dashes.

CAUTION Modifying a work item in the Delay and InstructionSheetInterpreter system queues can have unexpected consequences. Do so only if directed by your FileNet support representative. In addition, you should not edit fields in the CE_Operations component queue.

Usage summary

In Look for, enter:

Workflows or work items

Set search mode to:

Edit

Select multiple rows?

Yes

Requires prior lock?

Yes (manual or automatic)

Retains lock status when done?

Yes

To edit in place (simple data types)

Use this option to edit a field value directly in the cell. To edit cells when the field's data type is an array, you must use Edit Field Values; you cannot edit such fields in place.

  1. Click (or double-click if the row is not locked) on the cell you want to change. Process Administrator does not enable editing on system fields.

    NOTE When editing string fields that allow multiple lines, you cannot edit in place. Double-click the field to bring up an edit box that allows you to enter multiple lines. Note that the end-of-line character displays in the results table as a box.

  2. Edit the value as desired. To modify additional cells, repeat steps 1 and 2 as necessary.
  3. Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
  4. When you are done making changes to the workflows or work items, you can unlock them, or leave them locked in order to perform other tasks.

    If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.

To update multiple cells with a single new value (simple data types)

Use this option to replace the value of multiple cells in the same column with a single value. To edit cells when the field's data type is an array, you must use Edit Field Values; you cannot edit such fields in the cell.

  1. Select one or more cells in the same column. To select an entire column, click on any cell in the column and click Select Column on the toolbar.

    The Value box displays the value of the selected cells, if the values are all the same. Otherwise, it displays <Various values>. If the field's data type is an array, the Value box is disabled.

  2. Enter the new value in the Value box. Press the Enter key to update the selected cells.
  3. Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
  4. When you are done making changes to the workflows or work items, you can unlock them or leave them locked in order to perform other tasks.

    If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.

To edit via Edit Field Values on the toolbar

Edit Field Values on the toolbar brings up a dialog box in which you can edit the values of the selected cells. You must use this method when the field's data type is an array. You can optionally use it for simple data types.

  1. Select one or more cells in the same column. To select an entire column, click on any cell in the column and click Select Column on the toolbar.
  2. Click Edit Field Values on the toolbar. If the selected cells are a simple data type, the Edit Fields dialog box appears. If the selected cells are an array data type, the Edit Array Fields dialog box appears.
Edit Fields
Edit Array Fields

The Value box displays the value of the selected cells, if the values are all the same. Otherwise, it displays <Various values>.

    The <type> Elements column displays the value of each element of the array for the selected cells, if the values are all the same. Otherwise, it displays <Various values>.

  1. Enter the new value in the Value box.
  1. Enter the new value in the Elements column. Process Administrator applies the new value to the specified element of all of the selected cells.

    To rearrange the order of the elements, use the up arrow and down arrow buttons to arrange them in the order you prefer.

  1. Click OK.
  2. Click Save Selected Changes or Save All Changes on the toolbar. The workflows or work items you have locked remain locked after you save your changes.
  3. When you are done making changes to the workflows or work items, you can unlock them, or leave them locked in order to perform other tasks.

    If you click Next Set or Find Now or choose to exit, Process Administrator prompts you to unlock any workflows you have left locked.