Create and modify workflows

Each workflow has a workflow definition, which is a processing template that sends work to participants, and includes data, attachments, and other information needed to complete the work. A workflow definition specifies the sequence of activities to accomplish when a workflow launches until the workflow is completed or cancelled.

You can modify existing workflow definitions as required for your organization. You can add or delete steps, modify the sequence of events, or change other parameters.

For example, the Create Record Folder workflow is designed for users who do not have the required security permission to add a record folder in a file plan. The default workflow sequence of the Create Record Folder workflow is as follows: Alice is a user who is assigned to the Everyone group. She needs to add a record folder to a category, but she only has permission to view properties. Because a records manager must approve the adding of a record folder to a category, Alice launches the Create Record Folder workflow, and specifies information about the record folder that she wants to add.

After Alice enters the details, a request is sent to Tom, who is a records manager. He can choose to approve or deny Alice's request to create a record folder.

You can change the sequence of tasks in the workflow. Using the above example, the records manager decided that the process is more efficient if the request is sent to a reviewer instead of the records manager. Jane, the Systems Administrator, modifies the existing workflow definition of the Create Record Folder workflow, so that the approval request is sent to the reviewer instead of the records manager.

If your organization requires workflows in addition to the default IBM InfoSphere Enterprise Records workflow definitions, you can create a new workflow definition through the Process Designer. The IBM InfoSphere Enterprise Records installation media includes a sample workflow that declares records using the RM_Operation component queue. In addition to modifying and using this sample workflow to declare records, you can refer to the sample workflow to create workflows for IBM InfoSphere Enterprise Records. For more information on this sample workflow, see the task "Install a sample workflow" in the IBM InfoSphere Enterprise Records Installation and Upgrade Guide.

For detailed information on how to create and modify workflow definitions, see Process Designer Help.