8.8 Listing Workflows

Access to the Workflows page allows you to perform certain activities such as listing, searching, sorting, and customizing columns.

8.8.1 Sorting Workflows

The workflows are listed by creation date, with the latest template listed first. You can click the sort arrows next to the workflow Name column and sort the columns based on the following:

  • Name, description, and the category

  • Alphabetical order

  • Ascending or descending order

The Workflow Administration Console uses certain symbols to show the state of listed workflows. This table lists the states, and their corresponding symbols:

Workflow symbols

Workflow states


Workflow is published

Available in the database, and you can use it in an approval request.

Workflow is not published

Available in the database, but you cannot use it in an approval request.

Workflow has unpublished changes

Available in the database, but the workflow is edited and those edits are not published. If you use the workflow in an approval request, changes will not appear until you publish the workflow.

8.8.2 Searching for a Workflow

You can search and filter specific workflows. To find a specific workflow, you can use any one of the following options:


Enter the workflow name or description in the search box. Workflows with matching name and description are displayed.


Click Filter, and select the workflow category.

The drop-down list displays the default categories, Accounts, and System Templates and any categories you added. For more information about adding categories, see Add Category and Process Type to the Workflow Catalog.

After you select the category, select a workflow status from the drop-down list:

  • Active

  • Inactive

  • Template


You can combine the simple search with the filter option to obtain more refined search results. For example, if you are searching for an active workflow that contains “approval” in the title, type approval in the search box, and click Filter. On the pop-up window, specify the status as Active, then click FILTER.

8.8.3 Customizing Columns

On the Workflows page, you can see the default columns. However, you can use the Column Customization option to choose the columns for display as desired.

To customize columns:

  1. Click Catalog > Workflow.

  2. Click Column Customization.

  3. Select the check box next to the desired columns that you want to display. The selected columns are added to the Workflows page.

    HINT:To choose all columns, select the check box provided near the search field.

  4. Click the close icon (X).

NOTE:The Workflow Administration Console does not retain the customization. The next time you navigate to the Workflows page, the default columns appear. However, you can use the Settings page to choose which columns display by default. For more information, see Column Customization Settings.