IBM FileNet P8, Version 5.2.1            

Managing workflow groups

You can use the Manage Workflow Groups window to assign users to or remove users from a workflow group.

Workflow groups represent one or more users or groups. For more information about workflow groups, see About workflow participants.

Changes made at the workflow level affect all work items contained in the workflow. See About workflows vs. work items for more information about the ramifications of updating at the workflow level.

Table 1. Criteria and value to manage workflow groups
Criteria Value
In Look for, enter Workflows or work items
Set search mode to Edit
Select multiple rows? Yes
Requires prior lock? Yes (manual or automatic)
Retains lock status when done? Yes

To manage workgroups:

  1. Select the desired rows in the results pane.
  2. From the Tasks menu, click Workflow Groups.
  3. The Workflow Group list contains a list of all workflow groups found in the selected work items. Each workflow group in the list is not displayed in every work item. From the list, select the workflow group you want to modify. The Selected users box lists all of the users assigned to the workflow group you have selected.

    The users that make up the workflow group can differ from one work item to another within the selected work. Users that are common to all work items containing the workflow group are displayed in normal print. Users that are not common to all work items are disabled.

  4. To add or remove users to the workflow group, select one or more users or groups. See Participant selection for detailed instructions.
    Note: For systems with Active Directory, if a base group has been set above Users and Groups, members of that Builtin group is available for selection in the user and group lists. These users cannot not be used as workflow participants.
  5. Click OK. The changes you make to the workflow group apply to all selected work items that contain the workflow group. Work items that do not contain the workflow group are not affected.
  6. When you are done with your changes, click Save Selected Changes or Save All Changes on the toolbar. The workflows you have locked remain locked after you save your changes.
Note: When you change to a work item and save the change, the change is not displayed in the workflow roster until you unlock the work item.


Last updated: March 2016
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