Set properties

The third step in defining a workflow subscription is to set the properties for the subscription definition.

Subscription Target

Lists the type of subscription object: Document, Folder, or Custom Object (Workplace only).

Show Advanced Properties / Hide Advanced Properties

Click to display or hide the Advanced Properties: Isolated Region, Event Action, Trigger Comment, and Priority.

Name

Enter a name for this workflow subscription.

Description

Enter a description for the subscription. You can include information about the class, the workflow selected, or the triggers that launch the workflow. The description will be displayed for users when viewing a list of available subscriptions.

Include subclasses

Select this option to apply this subscription to any subclasses of the selected target class.

Initial State

By default, the subscription is set to automatically launch. Clear this option to temporarily disable the subscription and save the definition for future use. This setting does not affect subscriptions set to launch manually.

Enable Manual Launch

Select Yes to allow a manual launch of the workflow.

Subscribed Events

Click Subscribed Events to select the events that will cause the workflow to launch. Selected events are listed to the right once you have selected at least one event.

Event descriptions

The events displayed depend on the type of object selected for the subscription. Custom events are displayed in the list if your site has enabled them, and they require a custom application. Custom events have an asterisk* after the name.

Event Applies to Description

Cancel Checkout Event

Documents

Launches the workflow when a user cancels the checkout of a document.

Change Class Event

Documents, custom objects, and folders

Launches the workflow when a user changes the class of the object. For example, the user can change the class when checking in a document.

Change State Event

Documents

Launches the workflow when the state of the document changes, such as on a promote or demote version.

Checkin Event

Documents

Launches the workflow when a user checks in a document. See Example below.

Checkout Event

Documents

Launches the workflow when a user checks out a document. See Example below.

Classify Complete Event

Documents

Launches a workflow when a document is added using an entry template with the Auto-Classify option set.

Creation Event

Documents, custom objects, and folders

Launches the workflow when a user adds an item to the object store. See Example below.

Deletion Event

Documents, custom objects, and folders

Launches a workflow when a user deletes an item. When a document is deleted, a workflow is launched for each item in the version series. For example, if user deletes a document that has 10 versions, 10 workflows are launched.

Demote Version

Documents

Launches a workflow when a document version is demoted.

Freeze Event

Documents

Launches the workflow when an administrator or application freezes the custom properties of a specific document version.

Lock Event

Documents, custom objects, and folders

Launches the workflow when an item is locked for use by a custom application.

Publish Complete Event

Documents

Launches a workflow when a publish request for a document is completed.

Promote Version

Documents

Launches a workflow when a document version is promoted to a released version. The document can be promoted to a released version during the initial add, during a checkin, or from the Information page. See Example below.

Unlock Event

Documents, custom objects, and folders

Launches a workflow when an item is unlocked for use by a custom application.

Update Event

Documents, custom objects, and folders

Launches one or more workflows on any action that updates the property values or content of an item. Behavior will vary depending on the object and the action.

NOTE  An Update event is triggered each time a new item is created. Thus, when a user adds a new document, a workflow set to use the update trigger is launched.

Update Security Event

Documents, custom objects, and folders

Launches a workflow when a user changes the security of the object. Security for a document can be changed during an add, during a checkin, during the promotion of a version, or from the Information page.

NOTE  The File and Unfile event triggers are not supported for subscriptions. If you need to use these triggers, you can create the subscription using the Enterprise Manager for the Content Engine. In addition, you can create subscriptions with the Publish Request event using Enterprise Manager or the Content Engine.

Example Triggers for document actions

When a user adds a document, the Creation event is triggered. If you create a subscription that uses the Creation event, the workflow is launched each time a document is added.

When a user checks out a document, a reservation object is created for the checked out item, and the Creation event is triggered again. If you create a subscription that uses the Creation event, the workflow is launched each time a document is checked out.

When a user adds a document to an object store, the Checkin event is also triggered. If you create a subscription that uses the Checkin event, the workflow is launched each time a new document is added to an object store and each time a document is checked in using Workplace.

When a user promotes a document with the Promote Version action (that is, the document was not checked out), a new object is created for the new major version. If you create a subscription that uses the Creation event, the workflow is launched each time a document is promoted in this manner.

If your site has installed and enabled the FileNet P8 eForms add-on, adding form data through an entry template is handled just the same as a document in the above examples.

Isolated Region

Only displayed when Show Advanced Properties is selected. Enter the Isolated Region number that the workflow will use. The default is 1.

Event Action

Only displayed when Show Advanced Properties is selected. The event action is always Workflow Event Action.

Trigger Comment

Only displayed when Show Advanced Properties is selected. Enter a comment to display when the workflow is launched by an event.

Priority

Only displayed when Show Advanced Properties is selected. Select a priority level for the internal system processing of the workflow.

To set the properties for the subscription

  1. Enter the desired values as described above.
  2. Select at least one trigger (subscribed events) for the subscription.
  3. Proceed to Step 4, Set expression.