Managing workflows and processes

Workflows are stored in the process catalogue.

1. You can access HR from the top hand menu.

    

2. Select Process Catalogue.

By default, only active workflows are listed. If you also want to view expired and inactive processes select Show Expired and Inactive Processes.

If a padlock icon is displayed beside a workflow, current instances of the workflow are running, so you cannot modify it. The Delete option for these workflows is also disabled.

You can also delete a workflow for a leaver in Data Destruction. To find out more, see Delete In Progress Workflows for leavers.

You can use the options in the Actions column to manage workflows, using this table as a guide:

Option	Use to
Processes	View live processes for the workflow.
Edit	View and edit the structure of the workflow, add tasks, change triggers, change task owners.
Properties	View information about the workflow.
View	If this option is displayed, the workflow is locked, and you cannot edit it without purging all active instances of the workflow.
Purge	Purging a workflow is irreversible, so take great care when using this function. Purging removes instances of the workflow from the system, including workflow forms, decision tasks and any audit trail of the processes that are purged.   There are three purging options: Purge In Progress: only removes instances of the workflow process that are in progress; completed instances of the workflow are not affected. Purge Complete: only removes completed instances of the workflow process. Purge All: removes all instances of the workflow process.
Clone	Create an exact copy of the workflow.   You are prompted to give the clone a new name and description, and you can disable the original and make the clone active. If you clone a workflow and disable the original, any instances of the original workflow that are still running will continue to run. If you make the clone active straight away, then be aware that it may be triggered immediately.
Delete	Delete the workflow.