Workflow changes: what can change and when

Status and timing are the key factors in what can be updated in a particular workflow or route.

•       What can change and when

•       A note on adding or removing attached files from workflow requests

Related Topics

What can change and when

Item

Can be updated?

Conditions

General

Files attached

Yes

Subject files (those for which links are circulated in workflow requests) can only be changed for pending (not yet started) routes only. Once a route request has been sent, attachments cannot be changed.

Workflow subject

No

Once the first (or only) workflow route has begun, the subject can no longer change. It is referenced in emails which have already gone out - too late for changes to that route.

Add new route

Yes

New routes can be added to any workflow with at least one route that is still active (i.e., has not yet reached SUCCESS, and response is still outstanding.)

Note:  Workflow SUCCESS is relative, defined by the person who originates the workflow.

Per Route

Message

Yes

The message can be changed for 2nd and successive routes only, as long as those routes have not yet begun. Once the first (or only) workflow route has begun, the message can no longer change for that route.

Question

Yes

Can be changed for 2nd and successive routes only, as long as those routes have not yet begun. Once the first (or only) workflow route has begun, the question can no longer change for that route.

“Route is a” decision

Yes

Can be changed for any route which is still active (i.e., has not yet reached SUCCESS, and response is still outstanding.)

Due date

Yes

Can be changed for any route which is still active (i.e., has not yet reached SUCCESS, and response is still outstanding.)

“Send to” recipients

Yes

Can be changed for any route which has is still active (i.e., has not yet reached SUCCESS, and response is still outstanding.)

You can add or edit recipients for routes already begun, but cannot remove recipients on those routes. You can add, edit or remove recipients on routes which have not started yet.

A note on adding or removing attached files from workflow requests

It is possible to add or change files linked to an existing workflow request - but only for pending (as yet not started) routes. Here is how the process works:

As you create new workflow requests:

•       A Change button appears next to the files attached field atop the Workflow > Create and Template > Select dialogs.

•       Click Change on either dialog to add or remove workflow files in the Attachments dialog.

•       Any file changes - files added or removed - apply to All workflow routes.

As you edit workflows:

What you see at the top of the Workflow > Edit dialog depends on which route tab is open.

•       For any route already started, the Change button does not appear next to the files attached field.

•       That button is visible when a pending (not yet started) route tab is opened or added.

•       Adding or removing files affects all pending (future) workflow routes, but does not change any routes already begun.

Here for example, a second file has been attached to the second workflow route - after the first route started. Those same two files will be the subject of routes #3 and #4 as well, assuming no other changes are made.  However, only one file was attached to the first route; later file changes do not affect that route, as it has already started.

Note in this illustration that the same 2-file list appears above every route, when in fact the first route only had one file attached when that request was sent. The files attached field represents the list of all files linked to any of the routes in the workflow. It is not a reliable indicator of which files actually went along with which route, when viewed in the Workflow > Edit dialog.