Each workflow has a workflow definition, which is a processing
template that sends work to participants. This definition includes
data, attachments, and other information needed to complete the work.
A workflow definition specifies the sequence of activities to accomplish
when a workflow runs until the workflow is completed or canceled.
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:
- You are assigned to the Everyone group.
You need to add a record folder to a category, but you have permission
to only view properties. Because a Records Manager user approves the
adding of a record folder to a category, you run the Create
Record Folder workflow. You specify information about
the record folder that you want to add.
- After you enter the details, a request is sent to a Records Manager
user. The Records Manager chooses to approve or deny your request
to create a record folder.
- You can change the sequence of tasks in the workflow. Using the
earlier 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® Enterprise
Records workflow definitions, you
can create a workflow definition through the Process Designer.
- The IBM 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 see the sample workflow to create workflows
for IBM Enterprise
Records. For more information
about this sample workflow, see the declare record workflow topic.