Skip to main content
Matrix42 Self-Service Help Center

Manage Workflows

Overview

The Manage Workflows search page lists all the workflow definitions belonging to modules that were licensed by the customer. It provides a variety of search criteria for filtering workflows: Title, Category, Status, Current Version, Released Version, Locked by, and Integration Context. Click the name of the column, e.g. Title or Category, to filter the grid by this column, A-Z; click it again to filter the grid by this column Z-A. To view the search page, go to Administration > Services & Processes > Workflows > Manage Workflows.

ManageWorkflows.jpg

The grid layout displays the following information:

  • Quick Filter: Red rectangle = Activation Failed; Yellow = Unknown Status; Light Blue = Successfully Activated
  • Title of the workflow
  • Category of the workflow
  • Status of the workflow
  • Number of the latest version (Current Version)
  • Number of the published version (Released Version)
  • Locked By (if the workflow is currently checked out)
  • Integration Context (e.g., Service Approval, Change Management, Actions, etc.)
  • System (if selected, the workflow, component, or template cannot be directly customized by customer, but of course can be used as a template for own workflows).

Object Preview (when a workflow is selected) displays the following information: Name of the workflow, Status, Type, Category, Status, Integration Context, Workflow Configuration, Technical Name, System (yes/no), Use Workflow Worker (yes/no), Released Version, Current Version, Created Date, Created By, Locked Date, and Locked By. 

Configuration Item "Repository XAML Component"

The properties dialog of a Repository XAML Component displays all meta-information of a workflow, template, or component. This meta information can be modified (partly) by an administrator. The dialog also shows the versions of the XAML component, their dependencies on other components, and their workflow instances among other things.

RepositoryMamlComponent.jpg

General Dialog Page

Name Display name (title) of the component which will be used on the corresponding search pages of Matrix42 Software Asset and Service Management.
Image Icon that will be displayed on the search pages.
Category Workflow category used.
Integration Context (read-only) Integration context of the XAML component (e.g., Change Management, Service Provisioning, Service Approval, etc.).
Workflow Configuration Workflow configuration which will be used when the workflow is selected in other CIs (e.g., use a special configuration form, when the workflow was selected in a service for provisioning).
Description Detailed description of the XAML component (e.g., what will be done inside of the workflow, for which circumstances it can be used, etc.).
Technical Name (read-only) Internal name of the XAML component.
Type (read-only) Type of the XAML component (e.g., Workflow, Workflow Template, etc.).
Current Version (read-only) Version number of the currently checked-in XAML component.
Released Version (read-only) Currently released version.
Status (read-only) Status of the XAML component (New, Active, or Inactive).
System (read-only) If selected, the XAML component cannot be directly edited or customized by the customer, but of course it can be used as a template for own workflows.
Locked By (read-only) User who has currently checked out the XAML component.
Locked Date (read-only) Checkout date.
Created By (read-only) Person who created the XAML component.
Created Date (read-only) Date when the XAML component was created.

Versions Dialog Page

Versions (read-only) All versions of the XAML component with the following columns: Version, State, Created, Created By.
Activation Details (read-only) Displays the error details if the user clicks a version where activation failed.

Dependencies Dialog Page

Version Select a version from which you want to see the dependencies.
Depends on Components All components which will be used inside the selected object version with the columns Title, Category, Current Version, Released Version, Locked by, and Status.
Incoming Dependencies All components inside of which the selected object version will be used with the columns Title, Version, Category, and State.

Instances Dialog Page

Workflow Instances: All instances of the XAML component with the columns Version, State, Last Update, Start, and End.

actions

The administrator can perform the following actions either on the Manage Workflows search page or directly in the configuration item:

Edit

Double-click a workflow to open the properties dialog of the Repository XAML Component configuration item and directly edit the properties.

Delete

The Delete action performs the delete operation of one or more selected workflows. During the performance, the system checks if deletion is possible and asks for a simple confirmation. A workflow cannot be deleted in the following cases (error message will be displayed):

- A workflow is checked out by a user, so the workflow is locked.
- The workflow has the Active status.
- The workflow has the Customizable protection level.
- The workflow is marked as System.

Register New Workflow

With this action any workflow, component, or workflow template (available as XAML file) can be registered in Matrix42 Software Asset and Service Management. While performing the action, you will be asked for the necessary meta-information (Type, XAML file, Technical Name, Title, Category, and Integration Context, and Description). In the end of the wizard, the system checks the correspondence of the workflow arguments (depends on the Integration Context) and automatically adds the missing arguments to the workflow.

Register new Version

With this action a new version of workflows, components, or workflow templates, which are not marked as System and are not locked, can be registered in Matrix42 Workspace Management. Before performing the action, an object should be selected. During the action, the wizard will ask you to upload a new XAML file. In addition, you can select if this version is a major version or not. In the end of the wizard, a new version with the status In Review will be created in the Repository.

Publish Repository

This action publishes all Repository objects which are ready for publishing (the object has the version with the Released status) and sets the published objects to the Active status. During the action you will be asked for a simple confirmation.

Import Workflow

With this action you can import any existing export package that contains the required information. On the first page of the wizard you select a package, the second page shows you a summary about the contained objects (XAML Components, Binary Components, and Categories). On this page you can also define whether new object versions should be directly released and if the complete Repository should be directly published. If these options are not checked, new objects will be saved with the New status and new versions of the existing objects will be added with the status In Review.

Export

With this action you can export the latest released versions of selected objects (export is not possible for system components). Execution of the action shows you an overview of the objects (XAML Components, Binary Components, and Categories), which will be finally exported. For XAML components and binary components, the system analyzes the dependencies recursively down across all levels. The categories will be analyzed including all parent categories recursively across all levels until the first system category is reached. To start the export, click Export.

Publish

With this action any checked-in workflow with a released version can be published (visible for business users). After the workflow is published, the system sets the version status to Published and saves the user and date/time of the publication. The workflow status will be set to Active.

Discontinue

This action deactivates any published workflow. The selected workflow should be checked in and the workflow status should be Active. After the workflow is discontinued, the system sets the workflow status to Inactive.

Reactivate

This action reactivates any workflow which has been discontinued or unreleased before. The selected workflow should be checked in and the workflow status should be Inactive. Performing the action asks for a simple confirmation. The system sets the workflow status to New after successful reactivation. The workflow should then be released and published again, to be visible for business users.

Release Workflows

With this action you can release the latest version of workflows, where the latest version is not already released. The selected workflows should also be checked in. Execution of the action shows you a summary wizard with the selected workflows and the Directly Publish Workflows checkbox. If this checkbox is selected, the workflows will be directly assigned the Active status after they are successfully released.

Undo Release Workflows

This action recalls a previous release of the workflow. The selected workflows should not be locked and the latest version of them should have the status Ready for Publish. Starting the action shows a summary of workflows that should be recalled. After confirmation the system sets the version status back to In Review and removes the current user and date/time of the release operation. If the workflow has no previously released and published version, the workflow status will be set to Inactive. For further usage it should be reactivated first.

Unlock Workflow

With this action a workflow, which is checked out by any user, can be unlocked by the administrator. After the action is confirmed, the system performs a "rollback", which removes the temporary version and the user and date/time information of the checkout. The status of the object will be set to the status that it had before the checkout.

Edit in Studio

This action launches the Workflow Studio and passes the selected workflows through it.

  • Was this article helpful?