Pre-requisites:
You must have the 'Manage Workflow Rules' role privilege on the project where a workflow needs to be set up.
The steps to create a new custom object workflow are mentioned below:
1. Navigate to the 'Workflows' tab and select the project in which a new workflow needs to be created.
2. Click the 'Create Workflow Definition' button at the top right to create a new workflow.
Alternatively, right-click the project name and select the 'Create Workflow Definition' option.
3. Capture the required details in mandatory fields (marked with a red asterisk).
3.1. Workflow Name - Name you want to give for the new workflow.
3.2. Description - Enter a brief description of the new workflow.
3.3. Workflow Context - Select 'Custom Object' as the workflow context.
3.4. Custom Object Template - Select the 'ISS Issue' option and continue.
3.5. Total Workflow Days (Optional) - Enter the total length of the workflow in the number of days.
4. Once done, click 'Create' to proceed to the workflow designer.
The visual workflow designer screen will appear. Various shapes appear as mentioned in step 4 in Create Workflow for Files.
5. Example Scenario
Let us create an example workflow using the above shapes as per the below-mentioned scenario:
The workflow starts when a new model issue is created.
The defined user has to complete a user task 'For Action' on that model issue.
The custom object is distributed to other users according to the workflow configuration.
Workflow ends.
Steps to create workflow as per the above example:
5.1. Drag and drop the 'Play' shape onto the drawing board to create a new workflow. This is the starting point of the workflow.
5.2. Drag and drop a connecting object (arrow) from the start event.
5.3. Add a new user task connected with the start event using the above-mentioned connecting arrow.
5.4. Once the new user task is added, you must configure its properties.
5.4.1. Name - Key in a name for this user task.
5.4.2. Description - Enter a brief description of this user task.
5.4.3. Task - Select the task you want the user to perform. Currently, the only user task is For Action.
5.4.4. To - Select the user who needs to perform the above task. You can select multiple users. In this example workflow, it will be a document controller.
If you need to assign a task to multiple users, you can choose roles and organisations instead of individual users.
Tasks can also be assigned to 'Workflow Originator' and/or 'CustomObject Creator'. The visual workflow engine will pick up these values dynamically based on the actual custom object or workflow being executed.
5.4.5. Due Days - Indicate the days you wish to allow the user to complete a specific task. Please enter '2D' if you want to provide two days.
5.4.6. Workflow Transition Condition - Select an appropriate option from the dropdown.
'Wait for all users to complete task' - The Workflow will halt until all selected users have completed their tasks.
'Proceed after any one person completes task' - The Workflow will start progressing when at least one user completes the task.
5.5. Add a new system task connected with the 'For Action' user task event using the above-mentioned connecting arrow.
5.6. Once the new system task is added, you must configure its properties.
5.6.1. Name - Key in a name for this system task.
5.6.2. Description - Enter a brief description of this system task.
5.6.3. Task Type - Select the task you want the system to perform. In this example workflow, we are selecting Status Change. (It is assumed that a system task has already been created for the 'Status Change' task type under the selected project.
If no system tasks are created in advance, you won't be able to set the 'Task' property, leading to a validation error while trying to publish the workflow.)
Click here to understand how to create system tasks for custom objects.
See below for a list of supported system tasks:
Context | Supported System Tasks |
File | Execute Groovy Script Email Notification Distribute Custom Objects Clear Tasks |
Task - A pop-up will appear based on the selected task type. Select the Config Name that corresponds to the selected task type.
5.7. Drag and drop an end event, linking it to the 'Distribute' system task. This indicates that the system task's output serves as the input for the end event.
Now the workflow is fully configured & you need to save it by clicking the 'Save' button at the top left. The completed workflow is shown in the image below:
5.8 In case you are using a flow condition, below is a list of supported parameters:
Context | Supported Parameters in Flow Condition | Actual Name in Flow Condition | Supported Values |
App | App Status | status | Auto populated |
6. The system will prompt if the workflow needs to be published now or later. Once a workflow is created, it needs to be published to be able to run it.
Click 'Yes' to publish the workflow, or click 'Later' if you wish to publish it later.
7. After clicking 'Yes' to publish the workflow, you are prompted to create a trigger event for the new workflow.
If you save a new workflow created in a project template, this option to configure triggers won't be available.
8. Click 'Yes' to configure a trigger event for this workflow. Click here to understand how to create a trigger event.
9. Once the trigger event is configured, the workflow is ready to use and will start working the moment the trigger event occurs.
According to the scenario described in the workflow above, the user chosen following the workflow configuration will get a 'For Action' task on the custom object. This task will then be assigned by the system according to the related system task configuration. Following this, the workflow ends.
Note: A single project or a template can contain a maximum of 2000 workflow definitions. This can encompass workflows of all types, including files, forms and custom objects.
Next Article: Edit Details of a Workflow (in a Project)