Content Manager 25.1 Content Manager

# Initiating record

Any Workflow will only ever have a single initiating record.

For Workflows, you define this record when you are creating the Workflow.

Only a Workflow can have an initiating record; Workflow templates define how the initiating record is treated.

You can also define how an initiating record will behave when you create an ad-hoc Workflow.

However, if the Workflow is based on a Workflow template, then the template General tab option Treat the Initiating Record As will determine the behaviour:

- Ignore - that record will be ignored.

  However, the record number will be incorporated into the default Workflow name.

- Working Document - that record will appear in the list on the Document tab of the first Activity.

  It can then be used as a working document, working document (review) or a reference document at the Activity level.

- Reference Document - that record will appear in the list on the Document tab at the Workflow level.

  It can then be used as a reference document at the Activity level.

- Replace Default Container - it will become the default container for the Workflow.

  Its record number will appear in the Default Container field on the General tab.

  If a default container was previously defined for the Workflow, the initiating record will replace it.

  The initiating record will neither be listed on the Documents tab nor be available for use by any Activity.

About initiating records

- When you create a Workflow using File - New, there is no obvious initiating record.

  Type the record number into the Initiating Record field.

  Use KwikSelect to search for a record.

- When you right-click a record and on the Workflow menu, click Initiate Workflow, Content Manager will use the selected record as the initiating record for ad hoc Workflows and Workflows based on templates.
- When you create a new record using a Record Type that has a Workflow template specified, the new record becomes the initiating record.
- When you create a Workflow from the New Record form, you have to base it on a Workflow template.

  The initiating record behaviour defined in the Workflow template will apply.

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

Topic Title: Initiating record