Content Manager 25.1 Content Manager

# Initiating Workflows

TIP: Workflows can be used without record attachments, i.e. you do not have to attach a record to a Workflow.

Methods

New records

1. Add the field Initiate Workflow From field to the Record Type's New Record form, Workflow/Action page.

   Users will automatically create a new Workflow from the selected Workflow template when they save the new record.

   See Creating Record Types, Workflow/Action page.

Existing records

1. Before you initiate a Workflow, you may want to create a Workflow template, if an applicable one does not exist.

   Alternatively, you can initiate a Workflow without using a Workflow template - see Based on Template below for further details.

   NOTE: Users of user type Knowledge Worker or Records Co-ordinator can only create a Workflow from an existing template, not a blank one.

   They can change newly created Workflow names and notes, but only before they have been saved.

   Only users with user type Administrator or Records Manager can create new Workflows without using a Workflow template.

2. Right-click the record(s) and on the Workflow menu, click Initiate Workflow.

   The New Workflow dialogue box appears.

   - Workflow Name - the name you want to call the new Workflow.

     By default, Content Manager composes one of the job and record number details.

   - Based on Template - type the template name or use KwikSelect to select one from the list of predefined Workflow templates.

     If you are not using a template and you are a user of user type Administrator or Records Manager, you can leave this field blank.

   - Initiating Record - Content Manager has filled it in for you.

     If you are initiating a Workflow from a record, by default, this field will display the record you selected.

     If you chose to create a new Workflow, for example, from a Workflow search results window, you can modify this field.

     Either type in a new record number or use KwikSelect to search for a record.

   - Treat the Initiating Record As - select one of the options to determine how Content Manager should process the record you are using to create the Workflow:
     - Working Document - Content Manager will make the record the primary input document for the Workflow and attach it to the first Activity.

       If you are using this option, do not delete the first Activity.

     - Reference Document - Content Manager will make it a document used for information purposes only and attach it to the Workflow.

       It will be visible in the Workflow Properties - Documents tab and available for use within the Workflow Activities.

     - Replace Default Container - sets the initiating record to replace the default container

   NOTE: Initiating a Workflow on a container record

   - The option Treat the Initiating Record As is set by default on a container.

     As a user of type Knowledge Worker cannot modify or create a Workflow, they cannot assign a container as the default container for a Workflow, either.

     They can, however, initiate the Workflow with the record being the primary input document.

   - When a user without Modify Workflow permission initiates a Workflow on a record and for Treat the Initiating Record As, selects Replace Default Container:
     - If there is no container defined in the Workflow template, the user will be able to set the record as the default container for the newly created Workflow
     - Content Manager prompts you and does not change the container when:
       - The Workflow template you have chosen has a default container
       - The Modify Workflow permission is required to change the default container
     - Instead, use the record as a primary input document or choose another Workflow template
3. Click OK.

   The Workflow you selected appears in the Workflow editor.

   NOTE: If you selected a Workflow template, the Workflow properties will not appear as Content Manager will use the details in the template for the new Workflow.

   You can modify these details once the Workflow is created.

   If you left the Template field blank, Content Manager will open the New Workflow window.

4. Configure the properties for the Workflow.

   See Workflow properties.

Related information

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Initiating Workflows