You may need to alter a workflow in order to suit your organisation's needs. The best practice would be to copy the workflow to make the edit in the copy, followed by assigning the copy to the relevant menu set.
Making a copy of the workflow
In the Admin tool, click Workflow Configuration.
Find the workflow to be edited.
On the right, click Copy the selected workflow. The Workflow designer opens.
Click OK. A dialogue box will appear to inform you that the workflow complied successfully.
Click OK. A new workflow will now be in the listing, matching the name of the copied workflow, with the wording (copy) appended to the end. It will be disabled by default.
Renaming the copied Workflow
To rename the workflow, highlight it and click Edit the selected workflow and change the name field.
Click OK.
Making amendments to the copied Workflow
Highlight the copied workflow and click Edit the selected Workflow.
Click Open Designer.
Make any amendments that are required. In the designer, you can enable and disable stages, add or remove messaging steps, or alter any of the existing stages to point to different processes/forms as required.
Click OK to compile the Workflow.
Click OK to close the window.
Assigning the copied Workflow to a Menu Set
In the Admin Tool, click Menus.
Double-click the menu set the workflow 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 website.
To unlock the menu set, on the left, select the menu set and click the padlock icon. A dialog appears saying 'Are you sure you wish to Unlock this Menu Set'.
Click Yes.
Select the area of the system the menu item will be assigned to. Under Menu Items, a list of 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 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 menu item that has been added.
Click Apply to apply the changes to the menu set.
Click OK.
The newly added menu item will now be visible when using the menu set on the website.
Disable the replaced workflow
Within the same place, right click the replaced Workflow and select Disable. This will prevent the original/replaced workflow to be displayed in the menu set now that you created a copy of it for the desired changes.