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® Enterprise
Records workflow definitions, you
can create a new 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 refer to the sample workflow to create
workflows for IBM Enterprise
Records.
For more information on this sample workflow, see the task Installing the Declare Record workflow.