Overview

A Workflow typically describes a "process" through which some entity, such as an Application, moves through. A Workflow Instance is always “on” a specific Data Entry Step, which describes the data entry form that is displayed to the user including the fields that are collected, their validation rules, and the Actions that can be performed while on that Step.

By comparison, Data Import Steps live “outside” of that step-by-step process. Data Import Steps describe data manipulations that can occur at any time, triggered by a file upload. A Workflow Instance is never “on” a Data Import Step.

Using “Data Import Steps” to import data

For more information on how Data Import Steps are used as part of the Workflow Import Queue, see these related pages:

Differences between “Data Entry Steps” and “Data Import Steps”

Concept / Feature	Data Entry Steps	Data Import Steps

Concept / Feature	Data Entry Steps	Data Import Steps
Current Step	The `Workflow Instance` is always “on” a Data Entry Step. Only the `Actions` from this Step can be performed.	The `Workflow Instance` is never “on” a Data Import Step. `Actions` from this Step can be performed at any time, triggered by a file upload.
Owner Complete	Calculated based on the “Current Step”	No bearing on “Owner Complete”
Completion Status	Cannot modify a `Workflow Instance` in a Completed Successfully or Completed Unsuccessfully status; a “Make Incomplete” `Action` must be used first.	Import Steps can be configured to modify `Workflow Instances` regardless of their Completion Status. (This is not the default behavior and must be specifically configured)
Input Attributes	Input Attributes are displayed as form fields on the Workflow Popup, which a user fills out within LearningBuilder.	Input Attributes must be present as data columns in the uploaded file.
Display Attributes	Display Attributes (e.g. properties of the “reference entity”) can be displayed as read-only fields on the form, to provide additional context to the user.	Display Attributes have no meaning to a Data Import Step. Only editable fields can be modified via file upload.
Dirty Form Detection	System warns / prevents user from submitting a Workflow Popup if the underlying data has changed since the popup was opened.	System does NOT do any dirty form detection. Values in the incoming file are always treated as valid and not “stale”.
Attribute Visibility	Input fields can be conditionally visible, hiding them from certain users or when certain criteria are met.	Attribute visibility has no meaning to a Data Import Step.
Validation Warnings	Warnings are presented to the user, who is given an option to ignore them and continue anyways.	Warnings are treated as errors and prevent a file row from being processed.
Step Sections	Complex forms can be broken into multiple “sections”, creating a tabbed interface in the Workflow Popup.	Sections have no meaning to Data Import Steps. By definition, import steps always have one, and only one, Section.

Modifying “completed” entities via Data Import

By default, the Workflow engine does not allow a “completed” entity to be modified.

However, Data Import steps can be configured to override this restriction. For instance, you may wish to use a Data Import process to update the titles of published courses, or to change the number of granted units on a completed activity.

Not all Workflow Types support this option:

Workflow Type	Supports allowing updates in a terminal state?	Notes

Workflow Type	Supports allowing updates in a terminal state?	Notes
Create Activity	Yes	Can be used to update published Courses.
Complete Activity	Yes	Can be used to update a completed activity on an application.
Complete Offering	Not yet	The setting can be configured, but the Import Queue does not currently support Activity Offerings.
Complete Learning Plan	Yes	Can be used to update a completed application.
Grant/Edit Role	No	Grant/Edit Role Workflows do not have the same concept of “completion” as other Workflow Types. Member Roles are always editable through the Import Queue.
Configure Learning Plan	No	Learning Plan Definitions are not supported by the Import Queue.
Configure Tenant	No	Tenants are not supported by the Import Queue.