Edit a Workflow Step

Owned by Christopher Butcher
Last updated: May 17, 2019
5 min read

Summary

This page describes the options available on the Edit Workflow popup.

Access the Workflow Step Properties

If you are not already on the workflow edit page, follow these steps to add or edit workflow step properties:

  1. Edit the Workflow.
    Click the either the orange Add Step button to add a step, or the blue Edit Step button for the Workflow Step you want to edit.
  2. Update the Workflow Step Properties.
  3. If you just added the step, continue with instructions on Adding a Workflow Step.
Note: There are several known issues when opening the window.  
  • Issue: In Google Chrome, the first time you open the window, there is no scroll bar and thus you cannot click Save.
    • Workaround: After opening the window, immediately close and reopen it.  The scroll bar will then appear.
  • Issue: In IE8, the second time you open this window, the Active Instruction field does not render correctly and the page may freeze.
    • Workaround: Refresh the page using the browser refresh button and then reopen the workflow step.

Definition of the Workflow Step Properties

PropertyExample
  • Title - This is the name of the step.
    • The Workflow Step Title appears in the Orange title bar when the workflow step is opened.
    • If this is a Complete Learning Plan Workflow, the Workflow Step Title appears on the Audit and/or Eligibility Queues in the Step filter.
    • If this is a Member Role - Grant Workflow, this Workflow Step Title appears as the Add Role button text on the Admin -> Profile and/or My Account pages.
  • To Be Completed By - This is the role that will complete this step.
    • [Owner] - This is the Workflow Owner. Generally select this role if this is the first step of a workflow.  This allows the same workflow to be shared by multiple roles who could be the Workflow Owner.
    • Assignee (formerly External Contact) - Use this to have an Assignee perform this step.  When selected you must also select a Assignee from a list of Email Address and Member datatypes on this workflow, and optionally select an Assignee Email Template.  If this is an Activity Instance Workflow, you also can choose to allow the Assignee to see the Learning Plan overview.  See the section on Assignees for more information.  
      • New in 8.12 - You may assign one or more people to a Workflow Step
    • Everyone - Use this for the first step of Member Role - Grant and Member Role - Edit Workflows if any user should be able to start this workflow to grant or edit the role.
    • Practitioner - There is no longer a need to select this role.  Use [Owner] instead.
    • All Others - Use when a different role must perform a review step -- such as Admin, Reviewer, Auditor, etc.  You can also Add a New Role.  Make sure the Role you choose has access to the area of the system where the workflow will be acted upon.
  • Allow user to access the Overview for the associated Learning Plan?: (New in 8.12) - Allows Workflow Step Assignees to access the Learning Plan overview for the Learning Plan. The Assignee will only see the Public Entity view defined for the Learning Plan and activities.
  • To Be Completed When - New in LearningBuilder 7.25: this determines whether the step's button is accessible to the assigned role. This allows you to create conditions for when the step can and can't be acted upon.
    • Always - This is the default setting.
    • Conditionally - Allows you to craft a Comparison Rule for when the step should be available to the role selected above.
  • Status - This is text to describe the status of the workflow.    
    • For other Workflow Types, this text is not displayed.
  • Passive Button Text - This is the text that displays on a Workflow Button when the current user cannot perform the next step.
    • Either a user does not have the To Be Completed By role for this step or the To Be Completed By role does not have access to the area of the system where the button is displayed.
    • Keep the text short -- one or two words is recommended, such as "In Review."
  • Passive Instructions - This text displays behind the  icon next to the Workflow Button when the Workflow Button has Passive Text.
    • The  icon is hidden if there are no Passive Instructions, or the workflow is on a Learning Plan which is locked.
    • The Passive Instructions are useful to explain to the user in more detail than the Passive Button Text what the next steps are.
    • If this is a Complete Learning Plan Workflow, the Passive Instructions will display in the Learning Plan Footer if the Passive Button Text is being displayed.
  • Active Button Text - This is the text that displays on a Workflow Button when the current user must perform the next step.  
    • This current user must have the To Be Completed By role for this step and that role must have access to the area of the system where the button is displayed.
    • Keep the text short:
      • One or two words is recommended
        • I.e., "Enter Details."
  • Active Instructions - This is text that displays at the top of the page when individuals complete the workflow step.
  • Custom CSS Classes This is the name(s) of the custom CSS Classes to apply to this workflow step.  
    • This allows for Custom Branding the look and feel of a workflow step.  
    • Multiple CSS Classes should be separated by a space.
    • New in release 8.10.  This setting can be used to control the sizing of the workflow popup.  Please see Workflow Popup Sizing for more information.
    • See Custom Branding for more information.
  • Save Action When Navigating Sections - A pick list of defined actions on a the workflow step the Section is related to.
    • Adoc Save is the default value and represents a save action without triggering required field validations

The main Edit Step screen

The available selections when Assignee is responsible for completing the step



The attributes are: