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Workflow Properties

Introduction​

Workflow properties define its global configuration: metadata, access rights, associated form, etc. These parameters apply to the entire process.

[!NOTE] Important distinction:

  • Workflow properties: General configuration accessible via the "Properties" button in the "Edit" ribbon.
  • Element properties: Specific configuration of a task, transition or gateway (click on element + arrow).

Accessing Properties​

From the Designer​

  1. Open the workflow in edit mode (double-click from the list).
  2. In the "Edit" ribbon, click on Properties.
  3. The side panel displays on the right with the workflow parameters.

Properties Button

Quick Modification​

You can also modify properties during workflow creation (initial dialog). See Workflow Creation.

Main Parameters​

1. Title​

Description: Name displayed in the user portal when starting a workflow.

Difference with "Name":

  • Name: Technical identifier (created in initial dialog, non-modifiable).
  • Title: Functional label (modifiable, translatable).

Example:

  • Name: Validation_Note_Frais
  • Title: Expense Report Validation

Translation: The title can be translated into multiple languages via the Localize button (see Workflow Management).

2. Description​

Description: Explanation of the workflow's role (optional).

Usage:

  • Visible in the properties panel (not displayed to end users).
  • Useful for documenting the process purpose (e.g.: "This workflow manages office supply purchases under $500").

3. Associated Form​

Description: Type of document managed by this workflow.

Modification:

  • You can change the associated form if needed (e.g.: migration from one form to another).
  • This action does not automatically deploy to other forms (use "Deploy" for that).

[!WARNING] If you change the associated form, verify that all fields referenced in the workflow (conditions, actions, access control) exist in the new form.

4. Initiators​

Description: Defines who has the right to start this workflow.

Options:

  • Default: Everyone can create a document and start this workflow.
  • Restricted: Only certain roles or users can start the workflow.

Configuration:

  1. Open the workflow properties.
  2. "Initiators" section.
  3. Add authorized roles or users.

Use cases:

  • Limit "Purchase Request" creation to the Purchasing department only.
  • Allow only managers to start a "Salary review workflow".

5. Category​

Description: Classifies the workflow in a virtual folder in the explorer.

Modification: You can modify the category here or directly from the list ("Categorize" button). See Workflow Management.

6. Rights Management at Workflow End​

Description: If enabled, allows restricting access to the document once closed.

Configuration:

  • Enabled: You define specific rights for each workflow end.
  • Disabled: The document remains accessible according to form rights.

Advanced configuration: After drawing the workflow, right-click on an "End" element → Define access rights.

Example:

  • "Approved" end: Read access for everyone.
  • "Rejected" end: Visible only to initiator and HR.

Additional Actions​

Enhance Transitions​

Function: Automatically redraws transitions for a cleaner rendering.

Usage:

  1. In the "Edit" ribbon, click on Enhance transitions.
  2. The system recalculates arrow trajectories:
    • Right angles.
    • Optimal alignment.
    • Overlap avoidance.

[!TIP] Use this function after adding multiple elements to improve diagram readability.

Image Preview​

Function: Generates a PNG image of the process.

Usage:

  1. In the "Edit" ribbon, click on Image preview.
  2. A window displays with the preview.
  3. You can copy the image or save it.

Use cases:

  • Documentation (user manual, quality procedures).
  • Presentations (meetings, training).
  • Communication (displaying the validated process).

Keep Window Open (Global Mode)​

Function: If enabled, all workflow steps will keep the window open after validation in the web application.

Behavior:

  • Enabled: After validating a step, the document window remains open.
  • Disabled: The window closes automatically after validation.

Usage: Useful during testing or if the same user chains multiple steps (e.g.: Writing → Verification by the same person).

[!NOTE] This option can be overridden at each individual task level. See Workflow Activities.

Modifying Global Properties​

Procedure​

  1. Open the workflow in edit mode.
  2. Click on Properties ("Edit" ribbon).
  3. Modify the desired parameters in the side panel.
  4. Click on Save to save.

[!WARNING] Global property modifications do not require new publication. They apply immediately (except versioning).

Best Practices​

  1. Explicit title: Choose a clear title to facilitate selection by users.

  2. Complete description: Document the workflow role (even if not visible to users, it's useful for administrators).

  3. Restricted initiators: Limit access to sensitive workflows (Finance, HR, Quality).

  4. Consistent categories: Use clear and shared category nomenclature across all workflows.

  5. End-of-workflow rights: Define restrictive rights for rejected or sensitive documents.

See also: