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Process Reference  
Linking
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Manage document links
Manage document class links
Manage workflow links
Manage updates to workflow definitions
   

Add or edit a document link

Add or edit links from a document to a workflow definition in the Process Link Property dialog. To access this dialog, see Manage document links.

NOTE To create, edit, or delete a link between a workflow definition and a document in the Content Services (CS) library, you must own both the workflow definition and the document.

To add a link from a document to a workflow definition

  1. On the Process Link Property dialog, enter a link name.

    A list of workflows displays, allowing the user to choose a workflow to launch.
  2. Click Browse and navigate to the workflow definition for this link.
  3. Select the workflow definition and click Open.
  4. Select the version of the workflow definition. Note that you can link to multiple versions of a workflow definition; see Manage updates to workflow definitions for details.
  5. Enter the subject of the workflow.

    The subject text displays as the subject of each work item in the running workflow. This subject text replaces the original subject specified by the workflow author in the workflow definition. This subject text also becomes the subject in the list of workflow linked to this document.
  6. Select the launch type: manual or automatically when a document is checked in.
    • Manual: A user can launch this workflow from a selected document.
    • onCheckin: The workflow is launched automatically when a version of this document is checked into the library.
      NOTE  Your system must be configured for automatic launch for this feature to work at runtime. For instructions, see Launch daemon (automatic workflow launching) and Integration in the Help for Process Service Administrator. In addition, as part of automatic launch you can optionally copy values from the launching document's properties to data fields in the workflow. See Save document class properties to data fields on launch for details.
  7. You can limit documents that can launch a particular workflow by specifying document properties. To specify document properties that will trigger the launch of a workflow, click the Condition button.

    For example, you might specify that a document that launches your workflow must contain the property "acceptable". Specify that property in the Launch Condition dialog box by clicking the Condition button.

    See Specify launch condition for details.

To edit an existing link

Following the appropriate steps above, modify one or more items in the selected link:

  • Change the link name
  • Change the workflow subject
  • Change the launch type

NOTE A link between a document and a workflow definition is specific to the workflow definition version. If a workflow definition changes, a new version is created. To use the new version, you must create a link from the document to that version of the workflow definition; see Manage updates to workflow definitions. By contrast, when you create a new version of a document that is linked to a workflow definition, it is not necessary to create a new link. The existing link is maintained.