Requirements
Access to the Admin tool.
In depth knowledge of using the Admin tool.
In order to alter a workflow in any way, there are four main actions you need to consider:
Create a copy of the workflow that needs to be changed.
Make the change on the copied workflow.
Assign the copied altered workflow to the menu set it needs to be used it.
Disable the original workflow so it does not appear on the menu set moving further.
Create a copy of the workflow
A copy of a workflow is required when needing a change. Besides preserving its standard nature as a reference for future changes, creating a copy prevents system updates from being applied to the copied workflow. Of course, the system updates will apply to any lists and forms the workflow is using. However, the nature of the copied Workflow will not be impacted, as in an added stage, for example.
To create a copy of a workflow, you first need to identify its name of it. Using the breadcrumbs on the website, you will be able to identify its location within the Admin Tool. Once located, double-click it. A new window named Workflow Properties will open. In here, you can make a note of the name. Then:
Navigate to Home within the Admin Tool.
Within the Workflow section displayed in the right hand side of the window, click Workflow Configuration. A list containing all the available Workflows will load in alphabetical order. Scroll down to find the Workflow you make a note of.
Once identified, single it and select Copy the selected workflow. A Workflow Designer window will load.
If you are familiar with Workflows, you can make the changes here and click OK to save.
It will then appear under the original Workflow with the word (Copy) at the end. You will notice a red bullet in front of it. This means the copied Workflow is not enabled yet – not active.
With it selected, click Edit the selected workflow. A window named Workflow Properties will load.
In here, you can give it a specific name (i.e. _Initial(s) of your Company – Workflow name). Using a symbol in front of the actual name will bring the copied workflow at the top of the list and will be an easier way to identify the copies later.
Click OK to commit the change.
Disable a messaging stage
To disable a messaging stage within a workflow, follow these steps.
In the Admin Tool, click Workflow Configuration.
Double-click the copied workflow that needs amending.
To unlock the copied workflow, click the Padlock icon.
Click Open Designer.
Scroll down to the Messaging Stage(s) assigned to the workflow. The email stages are named E-Mail (messagingX).
If multiple, find out which Messaging Stage needs to be disabled by double-clicking each stage to check the recipient(s) and body of the message. Click OK when done.
Right-click the required Messaging Stage and select Disable.
Click OK to compile the workflow.
Click OK to close the Workflow Properties window.
To Enable the messaging stage again, follow the steps above and at step 7 select Enable.
The same principle is followed for any other workflow stages. However, please refrain from making changes if you are not confident. Our Consultancy team can offer their services to help you achieve the changes desired by offering Training or by actioning these on your behalf. If you decide to follow this lead, you will need to get in touch with your CSM or Account Manager to discuss the plan.
To enable the messaging stage again, follow the steps above and at step 8 select enable.
Assign the copied workflow to the menu set
Navigate back to Home within the Admin Tool.
Within the Menus & Processes section, click Menus. This will display a list of existing Menu Sets.
Double-click the Menu Set the Menu Item will be assigned to. This will open a Menu Set Properties window with, on the left, the Menu Items listed that are representative of the areas of the system that can be navigated to when logged in to the SelectHR website.
To unlock the Menu Set, on the left, select the Menu Set and click the Padlock icon in the right. A dialog appears saying Are you sure you wish to Unlock this Menu Set. Click Yes.
Using the breadcrumbs on the website, select the area of the system the Menu Item will be assigned to. Under Menu Items, a list the existing Menu Items will be displayed.
To the right of the list of Menu Items, click Add Item.
Click Existing Workflow. This will open an Object Selector window.
Select the copied Workflow from the list.
Click OK. The Object Selector window closes, and the Menu Set Properties window displays a list of existing Menu Items including the Workflow that has been added.
Click Apply to apply the changes to the Menu Set.
Click OK. The newly added copied Workflow will now be visible when using the Menu Set in the SelectHR website.
Disable original workflow
Whilst in the Menu Items where you added the copied Workflow, right click the original Workflow (it should be in the same location as the copied one you just added) and select Disable.
Click OK to save the changes.