The Workflow Editor is an interface for creating and modifying workflows by arranging and connecting activities to drive processes. You can manage multiple workflows in the same screen, create custom workflow activities, and use existing activities as data sources. Users with the workflow_creator role can create workflows, and users with the workflow_admin roles can create, modify, delete, and publish workflows.
MENUS IN WORKFLOW
The following modules are available in the Workflow application:
- Workflow Editor: Create and edit workflows using the graphical Workflow Editor.
- Scheduled Workflows: Create a schedule on which to run a workflow.
- Stage Sets: Organize workflow stages using stage sets.
- Default Stages (by table): View the list of default fields to use as a stage field, per table.
- Live Workflows
- Active Context: View currently running workflows.
- All Contexts: View currently running or previously completed workflows.
- Executing Activities: View a list of activities currently running within an active workflow.
- History: View the list of completed workflows.
- Activity Definitions: View all available predefined activities.
- Workflow Versions: View all versions of workflows.
- Activities: View records for all workflow activities.
- Transitions: View records for all workflow transitions.
- Properties: Configure properties for workflow behavior.
The workflow designer user interface is divided into the following areas:
- Canvas tabs: Contains tabs for accessing workflows being edited or created.
- Title bar: Displays the workflow name and status. Provides a menu and controls for configuring, testing, and validating workflows.
- Canvas: Provides the working surface for creating new workflows or editing existing ones.
- Palette: Contains all available workflow activities and existing workflows you can use as subflows. Drag activities and subflows to the canvas to create new workflows or edit existing ones.
The following menu options are available:
- New Workflow: Creates a new workflow.
- Open Existing: Opens another existing workflow.
- Copy: Creates a duplicate of the workflow with a different name.
- Publish: Makes the personal workflow version public, overwriting the current published workflow version. This option is only available for checked out workflows.
- Checkout: Creates a personal version of the workflow for you, which you can edit. This option is only available for published workflows.
- Delete: Deletes the workflow. You cannot delete workflows that have contexts associated with them.
- Set Inactive: Inactivates the workflow so that it cannot be used.
- Expand Transitions: Redraws the transitions so that they do not overlap when they leave the activity condition.
- Start Workflow: Starts a test run of the current workflow.
- Validate Workflow: Runs validation tests on your workflow prior to publication. Use this validation to detect potential problems that can prevent the workflow from publishing or cause the workflow to fail.
- Collapse Transitions: Redraws the transitions so they overlap when they leave the activity condition.
- Properties: Opens the Workflow Properties form, which defines the workflow’s attributes.
- Edit Inputs: Opens the Workflow Inputs list of variables that the workflow can accept when used as a subflow.
- Edit Stages: Opens the Workflow Stages list.
When you click on Workflow editor, a page opens up with 2 tab : Workflow & Core, They are described below:
Workflow: The Workflows tab lists existing workflows that you can edit or use as subflows in other workflows. Click a workflow to open it in the canvas. To add a workflow as a subflow, drag it to another workflow in the canvas. Click the + icon to create a new workflow.
Core : The Core tab contains the standard activities available by default to all workflows and any activities purchased with Orchestration, organized by category. Click the arrow icons to expand or collapse the activity lists under each category. To add an activity to a workflow, drag it to the canvas.
CREATING A NEW WORKFLOW
When you create a new workflow, the editor presents key properties for configuration. Additional properties are available for configuration after you submit the workflow.
To create a new workflow:
- Navigate to Workflow > Workflow Editor.The Welcome tab displays links to workflow documentation and other related resources. If ServiceNow Orchestration is activated, the welcome screen contains resources for that feature as well.
- Select the Workflows tab in the palette, and click the + icon.
- Complete the fields in the General, Schedule, and Documentation tabs.
- Create the workflow by clicking Submit in any tab.
- When the workflow is created, it contains Start and End activities.
- In the title bar, click the menu icon and select Properties.
- Complete configuration of the additional workflow properties.
- Build the workflow by dragging activities onto the canvas and configuring activity properties.
- If your workflow contains branches of activities, verify that the workflow ends correctly.
- Validate the workflow.Workflow validation tests the workflow for potential issues that might cause it to fail, such as missing subflows or disconnected transitions. A workflow validation report lists the results of each validator and provides enough information to trace problems and make any changes that are necessary.
- Publish the workflow by clicking the menu icon and selecting Publish.
- The workflow is then activated and can be used according to the defined properties.