Workflow properties - workflow groups
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.
The Workflow Groups table displays all workflow groups in the workflow definition—workflow groups inherited from a base workflow and workflow groups created in the current workflow.
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An Inherited symbol indicates items inherited from a base workflow. You can change the assigned users for a workflow group but you cannot delete the workflow group. |
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An Overridden symbol indicates inherited items that have been modified in the current workflow definition. |
See Workflow Preferences - Workflow to hide inherited items.
To define a new workflow group
- If the Workflow Properties dialog box is not open, select the Action menu, then select Workflow Properties 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 Modify
(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 Field Usage, 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 Delete
above the list of Workflow Groups.
- To assign additional members to the selected workflow group, click Edit
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 Delete 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.
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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.
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