Question: what is a workflow?
Answer: Workflow is a set of activities placed in a sequenced. It defines a process or lifecycle of any module or record. It adds approvals, email notification, events , catalog task & many other core activities which defines process flow.
For each step in the workflow:
- An activity is processed; the behavior determined by the activity occurs.
- When the action completes, the workflow checks each of the activity’s conditions.
- For each matching condition, the workflow follows the transition to the next activity.
When the workflow runs out of activities, the workflow is complete.
Question: How do you edit/ create a workflow?
Step 1: Goto module workflow & the click on ‘Workflow Editor’
Step 2: This will open a page ‘Graphical Workflow Editor’.
Step 3: If you want to create new workflow , click on + sign.
Step 4: If you want to edit existing workflow, search for your workflow & click on check out & start editing.
Question: Workflow need to be check-outed before editing?
Answer: User need to check out the workflow before editing anything, in case user has not checked it out , all the fields & boxes will be readonly.
Question: What is purpose of workflow ?
Answer: Workflow generates a sequence of activities, such as generating records or running scripts, and notifications. It defines process & life- cycle.
Question: If workflow is not published, only checked out will it be captured in update sets?
Answer: No, only published workflows are captured in update sets.
Question: What does workflow timelines represent?
Answer: Shows time-stamps in graphical form for activities of workflow.
Question: A workflow attached to a SR what are the activities performed by it.
Answer: Besides triggering the notifications it also drives the approvals and necessary fulfillments.
Question: How can a workflow be available for other to use?
Step 1: Goto the properties & click on ‘Publish’.
Question: Where can we use workflow ?
Answer: Workflow can be used in any record like incident, change, problem , Knowledge module.
Question: Where is workflow versions captured?
Answer: Workflow versions & formats are stored in various tables. Version of workflow are stored in wf_workflow_version table.
Question: What are tables involved in Workflow?
Answer: The following tables store workflows:
Workflow [wf_workflow] – The master records of workflows.
Workflow [wf_workflow_version] – Particular versions of a workflow, either published versions or versions that have been checked out.
Workflow Context [wf_workflow_context] – Individual instances of a workflow being used.
The following tables store activities:
Workflow Activity Definition [wf_activity_definition] – Defines the activities available to be used in a workflow.
Workflow Activity [wf_workflow_activity] – Activities as they are being used in Workflows.
Workflow Executing Activity [wf_executing] – Individual instances of activities being performed in active contexts.
The following tables store other Workflow components:
Workflow Stage [wf_stage] – Definitions of stages used by workflows.
Stage Default [wf_stage_default] – Definitions of default stage fields for tables to use.
Workflow Variable [wf_variable] – The Service Catalog variables for a workflow.
Activity Variables [wf_activity_variables] – Variables for activities.
Workflow Condition [wf_condition] – All of the defined conditions in workflows.
Condition Default [wf_condition_default] – Default conditions for Workflow Conditions.
Workflow Transition [wf_transition] – All of the defined transitions in workflows.
The following tables store historical information about workflows:
Workflow Log [wf_log] – All of the events and history of the Workflow
Workflow Activity History [wf_history] – The history of executed activities.
Workflow Transition History [wf_transition_history] – The history of executed transitions.
The following table is also relevant to workflows:
Workflow Schedule [wf_workflow_schedule] – Defines a specific time to run a particular workflow.