Manage Workflows

This guide outlines the procedures for administering Workflows within GimCore. Workflows define the sequential steps and states that a task or process follows, ensuring consistency and control over various operations within the system.

To access the Workflow management screen, navigate to the Project Workflow menu in the left navigation panel and select Workflow.

Workflow Management Overview

The Workflows screen presents a comprehensive data table of all configured workflows in your GimCore instance. This table allows administrators to quickly view, filter, and manage workflow definitions.

• Total Workflows: Displays the total count of all workflows currently defined in the system.
• Active Workflows: Shows the number of workflows that are currently enabled and operational.
• Archived Workflows: Indicates the count of workflows that have been archived and are not currently in use.

Use the search bar and filter options to quickly locate specific workflows based on criteria such as Name, Description, Project Code, and Project Name.

Workflow Data Table Details 📊

The data table provides the following columns for each workflow:

• Workflow Code: A unique alphanumeric identifier for the workflow.
• Workflow Name: The human-readable name of the workflow.
• Description: A brief explanation of the workflow's purpose.
• Project Code: The unique identifier of the project associated with the workflow.
• Project Name: The name of the project to which the workflow belongs.
• Enabled: Indicates whether the workflow is currently active (true) or inactive (false).
• Locked: Shows if the workflow is locked (true), meaning it cannot be modified, or unlocked (false).
• Actions: Contains actionable icons for managing individual workflow records.

Adding a New Workflow ➕

To define a new workflow:

1. Click the Add New button located in the page header. A modal dialog titled "Add Workflow" will appear.
2. In the Workflow Code field, enter a unique identifier for the new workflow. This code is crucial for system referencing.
3. Provide a descriptive Workflow Name for easy identification.
4. Enter a detailed Description of the workflow's purpose and functionality.
5. Select the relevant Project Code from the dropdown list. This links the workflow to a specific project within GimCore.
6. Enable or disable the workflow using the Enabled toggle. A true state means the workflow is active upon creation.
7. Determine if the workflow should be immediately Locked using the toggle. A true state prevents further modifications once created.
8. Click the Save button to create the new workflow.
9. To dismiss the modal without saving, click the Close button.

Editing an Existing Workflow ✏️

To modify the details of an existing workflow:

1. Locate the desired workflow in the data table.
2. Click the Edit icon (📝) in the Actions column for that workflow. A modal dialog titled "Edit Workflow" will open, pre-populated with the workflow's current details.
3. Workflow Code: This field is typically immutable after creation for system integrity.
4. Modify the Workflow Name as needed.
5. Update the Description to reflect any changes in its purpose or functionality.
6. Adjust the associated Project Code if the workflow needs to be re-assigned to a different project.
7. Toggle the Enabled status to activate or deactivate the workflow.
8. Toggle the Locked status to allow or prevent further editing of the workflow's properties.
9. Click the Save button to apply your changes.
10. To discard any modifications and close the modal, click the Close button.

Deleting a Workflow 🗑️

To remove a workflow from the system:

1. Identify the workflow you wish to delete in the data table.
2. Click the Delete icon (🗑️) in the Actions column corresponding to that workflow.
3. A confirmation dialog will appear, asking you to confirm the deletion. This is a critical step, as deletion is often irreversible.
4. Click Delete in the confirmation dialog to proceed with the removal of the workflow.
5. Click Cancel to abort the deletion process.

Note: Deleting a workflow will remove all its associated configurations and may impact any processes currently dependent on it. Exercise caution when performing this action.