Workflow Versions Management

Introduction

Functions

With the workflow version, the submitted records will flow as you expect despite a change in an enabled workflow.

Application Scenarios

If you need to add or delete nodes, or re-design a workflow, modify the workflow in the current version before enabling a new version.

Setting Procedure

Where to Set

Take Vehicle Application as an example and click Edit to edit the workflow form.

There are two ways to set Version.

1. Manage workflow versions in Workflow.

2. Manage workflow versions in Workflow Properties.

Version States

There are three version states, namely, Draft, Active, and Previous.

States	Definition
Draft	A draft version has not been enabled and can be set. You can only set a workflow in a draft version, including nodes deleting or adding, flow lines adjusting, conditions adding or deleting, Node Properties and Workflow Properties setting.
Active	When you create a record, the workflow will flow in the active version. Of all the versions, there is only one active version.
Previous	A previous version used to be an active version, which is replaced by a newly published version and becomes the previous version. The workflow set in the previous version will continue to flow in the version until it ends.

Managing Versions in Manage Workflow Versions

There are four buttons in Manage Workflow Versions, namely, Add New Version, Edit, Enable, and Delete.

Functions	Definition
Add New Version	In clicking Add New Version, the new version can copy and save all the node settings in the current version, and then you can design a new workflow. You can only set the workflow in the draft version, including nodes deleting or adding, and flow lines adjusting.
Edit	Click Edit to set Node Properties and the field properties in the versions of all states.
Enable	Click Enable to enable a version. There is only one active version. That is, when you publish a new version, the previously active version will become the previous one. The newly added records will flow in the new version, and the previous records in the previous one. When you enable a workflow, it cannot be switched to the draft state again.
Delete	You can delete the version in the draft state, and the previous version without any records (that is, you cannot delete the previous version with records despite whether the workflow ends or not.).

Managing Versions in Workflow

There are three buttons in the workflow design page, namely, Preview, Save and Enable.

Functions	Definition
Preview	Click Preview to view whether a workflow works as you expect.
Save	Click Save to save all the settings in a workflow. If you click Save in the versions (except the draft version), you can enable the versions.
Enable	Click Enable to both save the settings and enable a version. You can only find the Enable button in the draft and previous version.

Adding Description

Add a description to differentiate different versions.

How to Apply

Adding New Version

In clicking Add New Version, the new version can copy and save all the node settings in the current version, and then you can modify the workflow.

For example, delete the flow line and add a new node.

After adding a node, set the node and enable the workflow.

Preview

Submit a record to check the function.

In Initiated, click the submitted application and then click Chart to check the version we select.

Notes

1. If you do not click Enable, the submitted record will not flow as you set in the workflow.

2. After publishing a new version, the newly added records will flow in the new version, and the previous records in the previous one.

3. For a workflow in the active state, you can modify its Node Properties, Workflow Properties, and conditions. If you need to add or delete nodes and flow lines, add a new version (It will copy the settings in the previous one).

4. You can only delete the version in the draft state, and the previous version without any records.