IBM FileNet P8, Version 5.2.1            

Workflow properties - workflow groups

A workflow group is a named collection of one or more users or groups that can be assigned as workflow participants.

The Workflow Groups table displays all workflow groups in the workflow definition—workflow groups inherited from a base workflow and workflow groups created in the current workflow.

inherited symbol An Inherited symbol indicates items inherited from a base workflow. You can change the assigned users for a workflow group but you cannot delete the workflow group.

overridden symbol An Overridden symbol indicates inherited items that have been modified in the current workflow definition.

While not required, at least one user should be assigned to the F_Trackers workflow group in each workflow definition.

Assign specific users if the same users will receive the work every time the workflow runs. Do not assign specific users if different users receive the work each time the workflow runs.

If you change the name of a workflow group or you delete a workflow group, the change is updated in all steps where the workflow group is used as a parameter. However, the change is not reflected in expressions where the workflow group is used.

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.

To define a new workflow group
  1. If Workflow Properties is not open, select the Action menu, then select Workflow Properties and display the Workflow Groups tab.
  2. Enter a name for the new workflow group on a blank line. See Naming conventions for information regarding valid names.
  3. Do one of the following, depending on how users will be assigned to participate in the workflow. See About workflow participants for guidelines.
    • Assign specific users as part of the workflow definition. Click Modify (at the top of the Participants box). Select one or more names from the list of available participants (on the left), then click the right arrow to add the selected users to the list on the right. See Participant selection for additional information about selecting users.

      The list of available participants consists of the users and groups defined in the FileNet® P8 system you are currently working in. If you will also execute this workflow definition in another FileNet P8 system, that system must also include the users and groups you assign to the workflow group.

    • Leave the Workflow Group Members blank, allowing the actual participants to be assigned later-for example, by the user who launches the workflow or by a participant at a step.

      If a step will be processed by a workflow group, the actual users or groups must be specified for that workflow group before the step executes in a running workflow.

  4. Enter a description of the workflow group.

To specify the steps in the workflow where the selected workflow group will be used Click Field Usage, then select the appropriate steps. See Field Usage for additional information.

To modify or delete a workflow group
  • To change the name of the selected workflow group, enter the new name in the Name field.
  • To delete the selected workflow group, click Delete above the list of Workflow Groups.
  • To assign additional members to the selected workflow group, click Edit above the list of members. Select one or more names from the list of available participants (on the left), then click the right arrow to add the selected users to the list of members on the right.
  • To remove a user from the list of members, select the name to delete in the list of members, then click Delete above the list.

If a question mark (?) is displayed next to a user name in the list of selected users, that user is unknown—the name might have been removed from the list of users.



Last updated: March 2016
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