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.
Admins can configure and update workflows from Admin > Configuration > Document Lifecycles > [Lifecycle] > Legacy Workflows. To view or edit workflow details, click the workflow name. Note that you must have the Admin: Document Lifecycles permissions to configure and update legacy workflows.
- A workflow inherits document type relationships from its lifecycle. Workflows can then only use document fields from the related document types.
- The lifecycle state user actions define the actions available for a document in a specific state, including which workflows users can start. The only way to make a workflow available to users is to add it to the lifecycle state’s user actions. Learn more about defining user actions.
- Do not build large workflows for end-to-end document processing. Rather, use the fewest number of steps possible within each workflow and build multiple workflows. Remember that a document is only in one workflow at a time. Limiting the size and complexity of workflows prevents documents from becoming trapped within a workflow.
- Map out the entire workflow, including participant roles, user choices and messages, before beginning to build the workflow. Make sure that all lifecycle states, custom roles, and notification messages are available before beginning the workflow. Also verify that every lifecycle state from which users can start the workflow has a Workflow Cancel State selected. Learn more about creating workflows.