Manage workflow groups

Workflow groups represent one or more users or groups. For more information about workflow groups, see About workflow participants. You can use the Manage Workflow Groups dialog box to assign users to or remove users from a workflow group.

Changes made at the workflow level affect all work items contained in the workflow. See Workflows vs. work items for more information about the ramifications of updating at the workflow level.

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 manage workgroups

  1. Select the desired rows in the results pane.
  2. From the Tasks menu, choose Workflow Groups.
  3. The Workflow Group drop-down list contains a list of all workflow groups found in the selected work items. This does not mean that each workflow group in the list appears in every work item. From the drop-down list, select the workflow group you wish to modify. The Selected users box lists all of the users assigned to the workflow group you have selected.

    The users that make up the workflow group may differ from one work item to another within the selected work. Users that are common to all work items containing the workflow group display in normal print. Users that are not common to all work items are grayed.

  4. To add or remove users to the workflow group, select one or more users or groups. See Participant selection for detailed instructions.

    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.

  5. Click OK. The changes you make to the workflow group apply to all selected work items that contain the workflow group. Work items that do not contain the workflow group are not affected.
  6. When you are done making changes, click Save Selected Changes or Save All Changes on the toolbar. The workflows you have locked remain locked after you save your changes.

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.