Initiating/Ending/Reactivating a Workflow

Introduction

Functions

Admins and members can initiate, end, and reactivate a workflow.

Application Scenarios

Preview

Initiating a Workflow

In Manage Data, after the workflow is successfully initiated, the workflow initiator is the Created User of the record, and the workflow Initiated Time is the Created Time when the admin creates workflows for existing records.

Initiating by Admins

1. In Manage Data, click a record with empty Worflow Status, then you can view the details of that record.

2. Click Initiate Workflow, and the workflow will be created.

Note:

An admin can batch initiate workflows in Manage Data. For details, see Batch Initiating Workflows.

Rules Description

1. After initiating workflows in Manage Data, the Update Record type of Automations and Webhook will be triggered instead of Create Record, and the Triggered Action will remain the same.

2. If the Created User belongs to multiple departments and the approval node is set to Sequential Approval, the admin needs to select the department for approval when initiates workflow for a single record as follows:

Ending a Workflow

You can manually end a workflow whose workflow status is In Progress.

An admin can manually end workflows in Manage Data, and a member can end workflows according to his or her permission sets.

Ending by Admins

An admin can manually end workflows in Manage Data.

1. In Manage Data, click a record whose Workflow status is In Progress and view its details.

2. Click End Workflow and then OK to manually end the worflow in progress.

Note:

You can batch end workflows only in Manage Data.

Ending by Members

After the admin assigns permissions to members, members can manually end workflows in their permission sets.

1. Go to Publish > To Members and click Add Member. Then you can configure permissions for members in either of the following ways:

2. In the corresponding permisson set, click a record whose Workflow Status is In Progress and view its details. Then manually end the workflow in the same way that an admin does in Manage Data.

Reactivating a Workflow

There are two ways to reactivate workflows: reactivate directly in Manage Data by admins and reactivate by members who have permissions.

Reactivating by Admins

Select the Vehicle Application form and click Edit.

Reactivate in Manage Data. Select one record, click Reactivate, and make relevant settings.

Approver will receive a notification in My Tasks after the node is re-activated.

After being approved, the workflow will circulate to end.

Reactivating by Members

After having relevant permissions, members can also reactivate workflows.

1. Set permissions

You can set permissions for members through Manage All Workflows in Publish > To Members.

You can also customize the permissions of reactivating. For details, see Custom Permission Set.

2. Reactivate workflows

Members can visit the permission sets and click the record needing to be reactivated.

For example, re-activate the Financial Department Approval node.

The approver in this node will receive a notification in My Tasks at the same time.

3. Updates

You can see the histories of workflows both before and after reactivation.

Rules Description

1. Only nodes that have been circulated can be reactivated.

2. Only workflows that have been completed can be reactivated. Workflows that are in progress and not enabled cannot be reactivated.

3. If you have set Workflow Notification, the approver will receive notifications in My Tasks after the workflow is reactivated.

4. If there are multiple approvers in nodes re-activated, they will receive the notification at the same time. You cannot designate approvers.

5. After being reactivated, the workflow will still circulate as the version before being reactivated.

Viewing Updates

You can view the process history of the workflow in Updates including re-activating workflows, ending workflows, etc.