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.

Lifecycle Dependencies

  • 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‚Äôs user actions. Learn more about defining user actions.

Best Practices

  • 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.