Manage subscriptions

If you have appropriate access rights, you can define subscriptions to associate a document class, a folder class, a form class, or a custom object class with a workflow definition for manual or automatic launching. When a specified event occurs for an object in the selected class, the workflow will be automatically launched or a user will be prompted to start the workflow. For example, your department might need to launch an expense report workflow each time a user adds a new expense report document. You could create a subscription for the ExpenseReport document class that defines the trigger events and the workflow to launch. A different subscription could define a different workflow to launch when the expense report is checked in with modifications.

The subscription definition determines which events will cause the workflow to launch. For example, an approval workflow can be launched when a new document is added or when a new version of the document is checked in. If the subscription is configured for manually launching the workflow, you (or the document owner) will be prompted to start the workflow when the trigger event occurs.

Your site administrator determines if you have access to the Advanced Tools in Workplace XT and to the pop-up menu actions. Your site administrator can also create and manage subscriptions using other tools.

To start the Workflow Subscription wizard

  1. From the Tools menu, click Advanced Tools > Workflow Subscriptions.
  2. Depending on what you want to do, select the option to add, modify, or delete a workflow subscription. To get help on the Workflow Subscription wizard, click the Help link in the wizard or see Workflow Subscription wizard.