Note: The content in this article refers to single-document workflows, now known as legacy workflows. While existing workflows remain supported and such workflows can continue to be updated and used, legacy workflows will not receive new functionality in future releases. As of the 21R1.2 release, multi-document workflows and object workflows are unified under Admin > Configuration > Workflows.
If your document lifecycle does not have any legacy workflows, the Legacy Workflow tab will not appear on your document lifecycle configuration page. If you require legacy workflow functionality for such a document lifecycle in your Vault during this release period, contact Support.
After the 21R3 release, you cannot create or copy legacy workflows in any Vault. You can continue to refresh or clone Vaults with existing legacy workflows.
This article explains how to start a workflow and various details about that process. For general information, see About Legacy Workflows.
Note: This article refers to workflow tasks. Vault also includes a User Task object class to track unplanned work. For information on user tasks, see Working with User Tasks.
To start a legacy workflow:
- From the Doc Info page or the Library, select the workflow start action from the Actions menu.
- Vault presents the workflow start dialog with all of the required information and fields to start the workflow. Provide the required information and click Start. See below for details on assigning users.
When starting a workflow, you can assign users and groups to roles which are responsible for workflow tasks. If a task is optional, you can choose to exclude it. To assign users:
- Choose a user or group by entering the name or clicking the down arrow to select from a list. Only the first 100 users/groups appear in the list. To see more options, start typing the user/group name. Groups appear in the list with a special icon, but will not appear for roles that only allow a single user. You’ll see the users/groups you most recently selected for this role at the top of the list. You can assign up to 5,000 users to a given workflow task by default. However, an Admin can configure a limit on the number of users that can be assigned to a workflow participant control. If this limit is exceeded, you will encounter an error upon attempting to start a workflow.
- Optional: If you’ve selected a group, hover over the group name to see a list of users (up to 30) in that group.
- Optional: To expand the group to its individual members, click the + icon. When you do this, Vault treats the group members as individual users and allows you to remove some members. Only the first 60 members are shown.
- If these options appear, select either Every User or Any User. This selection determines how Vault assigns tasks. See below for details.
- Optional: To add task instructions, click the Add task instructions link that appears under the role assignment field and enter a message. Task owners will see instructions when they view their tasks and other workflow participants will be able to see them from the Active Workflows page. This field has a 500 character limit.
Vault can assign tasks to multiple users in two ways: by creating a separate task for every user assigned or by creating a single task that one of the assigned users can complete. When System Admins configure workflows, they can choose one of these assignment methods or they can allow the Workflow Owner to choose from the workflow start dialog. These options are not available for single user roles.
- Any User: Vault creates a single task and adds it to the Available Tasks view for the assigned users. Once one user accepts the task, no other user can accept it or complete it.
- Every User: Vault creates a separate task for each assigned user and adds it to the My Tasks view for those users. Every user must complete their task before Vault considers the workflow step to be complete and moves to the next step.
- Admins may restrict allowed users for a role and/or apply default users to a role when starting workflows. Role restrictions limits the users or groups that you can select to complete a task. In the case of default users, Vault automatically adds these users to the role in the start dialog, but you can remove them.
- Admins may configure tasks that do not allow self-assignment. For these tasks, you cannot add yourself to the role.
You cannot select users with the license type Read-Only User for roles on a workflow. Vault hides these users when you start workflows, reassign tasks, or add workflow participants. If you assign tasks to a group, Vault skips assignment for these users, but assigns the task normally to other users in the group.
Note: In QualityDocs and eTMF Vaults, you can assign Read & Understood workflows to users with the type Read-Only User.