Navigating the Workflows List

The Designer Homepage is a multi-page screen, with 10 workflows shown per page. The sequence numbers for the currently displayed workflows and the total number of workflows included in the list are shown in the lower right corner of the list. Controls for navigating the Workflows List are shown in the lower left corner of the list. The page number for the currently displayed page is highlighted in blue.
 

If desired, you can choose to:

1. Search the Workflows List to locate a specific form
2. Sort the Workflows List according to a selected sort key
3. Filter the Workflows List to display a subset of available forms

Searching the Workflows List

The Search for workflow feature lets you locate workflows by Name. You may use a complete or partial word as your search term. The system reads your search term as a string of characters (rather than a whole word) and limits the list to only those workflows containing the specified term anywhere in the workflow Name. For example, the search term “tes” would locate workflows containing the words “Test” or “Associates” in the workflow Name.
 

Sorting the Workflows List

The Workflows List is initially sorted in reverse chronological order, by Updated date (the most recently updated form is listed first). The  or  symbol is shown next to the column heading by which the list is sorted.

• The  icon indicates the list is sorted alphabetically (when sorted by Name, Owner or Updated by), numerically (when sorted by Version) or chronologically (when sorted by Updated date).

• The  icon indicates the list is sorted in reverse alphabetical/numerical/chronological order, as applicable.

  NOTE

  The Owner and Updated by columns are sorted by the user’s first name.

• You can sort the Workflows List using any column head as the sort key.
   

Filtering the Workflows List

The Workflows List initially shows all active (currently available) workflows. You can limit the workflows displayed in the list to a “subset” of active workflows by applying filters to one or more columns.

The Filters popup is displayed by clicking the  icon for the column by which you wish to filter the list. The Filters popup for the Workflows List is a "two term" filter. Using the Filters popup, you can enter up to two terms in your filter, specify matching criteria (e.g., equal to, not equal to), and apply a logical operator between terms. Each filter is applied only to the contents of the associated column.

Restoring a Deleted Workflow

You can restore a deleted form to the Workflows List.

To restore a deleted form:

• Click the Restore button for the form you wish to restore.
  • The Deleted Workflows List refreshes with the selected form returned to the Workflows List.

Loading a Workflow

The Load function lets you load an existing workflow into the Properties and Workflow pages to view and/or edit the workflow.

To load a workflow:

1. Locate the desired workflow in the Workflows List.
    
2. Select  Load from the associated Actions menu.
   • The selected workflow is loaded into the Properties page and the Workflow page of the Designer, and the Properties page displays.

Exporting a Workflow

You can export (save) a copy of an exiting form to a local workstation.

To export a form:

1. Locate the desired form in the Workflows List.
    
2. Select  Export from the associated Actions menu.
   • A standard File Download dialog displays.
      
3. Select the save option on the File Download dialog.
   • A standard Save As dialog displays.
      
4. If desired, enter a new name for the workflow in the File name text box.
    
5. Browse to the location in which you wish to save the workflow.
    
6. Click the OK button on the File Download dialog to save the workflow to the selected location.

Viewing Prior Versions of a Workflow

The Revisions function lets you view the Prior Versions list for an existing workflow. You can also load or "clone" a selected prior version to use as a source in creating a new workflow, or overwrite (merge) the workflow with a revision from another workflow.

To view prior versions for a workflow:

1. Locate the desired form in the Workflows List.
2. Select  Revisions from the associated Actions menu.
   • The Prior Versions list for the selected workflow displays.
   • Each entry in the list shows the Name of the workflow, the current Version number, the most recent user to modify the workflow (Updated by) and the date and time at which the workflow was most recently updated (Updated date).
   • The Actions menu associated with each entry in the list includes Load and Clone functions, allowing you to use a prior version of the workflow as a source in creating a new workflow. You can also navigate, search, sort and filter the list in the same manner as the Workflows List.

To load or clone a prior version:

• Select  Load or  Clone from the associated Actions menu for the desired prior version of the workflow.
  • The selected workflow is loaded into the Properties page and the Workflow page of the Designer, and the Properties page displays.

Deleting a Workflow

The Delete function lets you delete a workflow from the Workflows List.

To remove a workflow from the Workflows List:

1. Locate the desired workflow in the Workflows List.
    
2. Select  Delete from the associated Actions menu.
   • A confirmation dialog displays the message "Do You want to delete this Workflow template?"
      
3. Click the OK button on the confirmation dialog to complete the deletion. (Click the Cancel button to cancel the deletion and retain the workflow in the Workflows List.)
   • The confirmation dialog closes and the list refreshes with the selected workflow removed.
   • The deleted workflow is added to the Deleted Workflows List.