Create a Linear Workflow Template

Background

Linear Workflow Templates are a new template design type for building sequential approval and hand-off processes. Build workflow templates as a simple, ordered list of steps using a table-based authoring experience.

Things to Consider

  • Required User Permissions:

    • To view, create, or edit a workflow template:

      • 'Admin' level permissions on the Company Workflows tool.
        OR

      • 'Read Only' or 'Standard' level permissions on the Company Workflows tool with the 'View Workflow Templates' and 'Create and Edit Workflow Templates' granular permissions enabled on your permissions template.

  • Workflow Format Selection: When creating a workflow template, you must choose either the Linear or Diagram authoring format. This selection is permanent and cannot be changed after the workflow template is created. 

  • Product Requirements: Your organization must possess a current workflows product package.

Note

Item-level workflows will be available in October. The feature will initially be available for Observations only.

Steps

Add a Workflow Template

  1. Navigate to the Company level Workflows tool.

  2. Click Create. This opens the 'Add a Workflow' dialog box.

  3. Enter a Name for the workflow.

  4. Select the tool for the workflow from the Tool menu.

  5. Select the Linear format for the workflow. 

  6. Click Create. This opens the linear Workflow Template authoring screen, which displays a table-based step builder grid.

Create the Linear Workflow Template Steps

  1. On the Workflow Template authoring screen, enter the following information: 

    • Step Name: Enter a name for the specific action or stage.

    • Item Status: Select the status applied to the item during this step.

    • Assignee(s): Select the users, project roles, or custom roles responsible for this step.

    • Days to Complete: Specify the number of working days allowed.

  2. Optional: Use the inline table icons at the end of each row to perform the following actions: 

    • Delete: This delete the selected step from workflow.

    • Configure: This opens the Address Issue Configuration panel, allowing you to manage assignees, response requirements and response logic. Click Save Changes to return to the main builder table.

    • Notifications: This helps to manage step notification recipients.

  3. Click + Add Step at the bottom of the table to add a new step row in the linear sequence.

  4. Optional: Click + Add Advanced Step to add conditionals or actions to the workflow step. If no conditionals or actions apply, these options are not displayed.

  5. Click + Add End Step after creating your complete routing sequence. 

  6. Choose one of the following saving options: 

    • Click Save as Draft to keep working on the template later.

    • Click Save and Publish to finalize the template

  7. The newly created workflow will be visible on the company level workflow template.

Configuring Company level Workflow Templates

  1. Navigate to the tools setting page for your opened tool.

  2. Under Company Templates, select the configure button for linear workflow. This will open the Workflow template screen.

  3. Select the Workflow Manager and Distribution Group from the available drop-down.

  4. Optional: Set the Distribution Group.

  5. Add or remove the assignee(s)

  6. Update the days to complete.

  7. Click the Submit button. The changes will be visible in the workflow.

Note: Building a linear workflow does not change how the workflow appears in the tool's side window. 

Workflow Assignees Management Updates

Add or Remove an Individual Assignee on a Step

Click here to view the steps.

You can assign an individual user directly to a workflow step without needing to create or modify a formal role group.

  1. Navigate to the tool's Workflows configuration table section.

  2. Locate the specific step row you want to modify.

  3. Click into the Assignees text box for that step to open a searchable menu.

  4. Type or select the name of the individual you want to assign from the searchable drop-down menu.

  5. Optional: To remove an individual assignee from the step, click the X icon next to their name inside the text box field.

  6. Click Save.

Temporarily Skip a Group Member on a Workflow Step

Click here to view the steps.

You can temporarily skip a specific individual who is part of an assigned role group for a workflow step without removing them from the underlying group. The person remains a member of the group, and if someone new joins that role later, the skipped person is automatically re-added to the workflow step.

  1. Navigate to the tool's Workflows configuration table.

  2. Locate the step containing the group or role assignment.

  3. Click the project or custom role's tag or pill in the main Linear Workflows table to open the member list. OR

  4. You can also open the member list from the Configuration Panel by clicking the Assignees field.

  5. Clear the checkbox next to the specific user you want to skip for this step.

  6. Click Save.

Permanently Delete a Member from a Custom Role Group

Click here to view the steps.

If you are managing custom roles inside a workflow template's advanced settings, you can delete a user from the role entirely.

  1. Click the Configure (Gear) icon next to the workflow step row. This pulls open the Address Issue Configuration advanced settings side window.

  2. Under the Response Requirements section, find the custom role group.

  3. Click the Trash Can icon next to the user you want to remove permanently.

  4. Click Save Changes at the bottom of the panel. The side window closes, returning you to the main table.

See Also

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