It may be necessary to change, amend or modify a workflow definition. This might be related to a legislation change, business structure change or another impacting variable.
When this occurs, it is important that any previously created workflows or workflow definitions (MOC) are updated.
Updating an MOC workflow:
1. Navigate to the Workflow module
2. Select the tab titled ‘Management of change’
3. Click on the ‘Workflow definitions’ button
A list of the previously created workflow definitions is displayed.
4. Click on the definition title for the workflow that requires amending
5. Click on the workflow section detail that requires updating
6. Amend any existing steps by clicking on the screen to place the screen into edit mode or click on the ‘Edit’ button. Alternatively click on the ‘+ Add step’ button to add a new step (this is the scenario that we will follow)
7. If adding an additional step enter a number into the workflow step area (or click on the ‘Renumber’ button) and give your step a title
8. Click on the ‘Save’ button
The workflow definition will now be amended for any new workflows that are started. It may however be necessary to enforce this change to any workflows of that type that have already been started, this is also possible.
1. Navigate to the Management of change tab
2. Select the workflow in progress that you wish to be updated with this change
3. Click on the displayed button ‘Update from Definition’
The workflow step is added into the relevant phase.
Standard workflow:
1. Navigate to the workflows module and head to the ‘Workflows’ tab
2. Click on the ‘View’ button of the workflow that you wish to update
3. Click on the section that you wish to update
4. Click on the ‘+ Add step’ button, or edit an existing step (in the example we will add an additional step)
5. Use the ‘Renumber’ button to give the step a number and add in the required step
6. Click on the ‘Save’ button when all items have been added, or amended
Once amended the new step will be reflected in any new workflows of that type that are started. For workflows already started, or in progress it might be necessary to update them to reflect the new additions, or amendments.
1. Navigate to the ‘workflows’ tab
2. Select the required in progress workflow by clicking on the arrow at the right-hand side of the in-progress status indicator
3. Once the workflow is displayed click on the ‘View All Steps’ button
4. Click on the ‘Update Definition’ button
The newly added step is now displayed and available to use.