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Workflow stage sets

Workflow stage sets

Stage sets are named groups of workflow stages commonly used together. Create a stage set and assign it as a default set to any number of tables. You can import the choice list values of a workflow field as stages for a workflow, and export a stage set to create a new one.

A single stage set usually represents a process, such as the stages required to display the progress of a service catalog request. You can also assign a stage set as the default set for workflows on specific tables.

In an active context, workflow stages provide summary-level feedback about the progress of a workflow. Stage icons display the status of each activity as it is being driven by a workflow. The system updates a Stage field, defined in the workflow properties, to indicate the progress of the workflow through the possible stage values.

Updates to workflow stage values

During an upgrade, the system makes changes to the Value field of records in the Workflow Stage [wf_stage] table.

  • All entries are made lowercase.
  • All spaces and special characters are replaced with underscores.

These changes support Localization settings and enable workflows to display translated text in the Stage field.

Create a new stage set

You can create a new stage set by creating a stage set record and adding stage set entries manually.

About this task

Create a stage set record only when you want additional stages that are not available on the table by default.

Procedure

  1. Navigate to Workflow > Stage Sets.
  2. Click New.
  3. Enter a Name that indicates the purpose of the stage set.
    For example, you can create a Requested Item stage set to hold the stages commonly used by inventory tracking workflows or service catalog fulfillment workflows.
  4. Click Submit.
  5. Open the new stage set record.
  6. In the Stage Set Entries related list, click New.
    Each stage set entry can be used as the Stage for an activity in a workflow that uses this stage set.
  7. Enter a Name that indicates the stage name to appear in workflow fields.
  8. Enter a Value to use when referencing the entry, such as in a script.
  9. Click Submit.
  10. In the Stage Set Entries related list, ensure that each entry has a unique Order value.
    Enter a low value for stages that should appear early in the workflow and a higher value for later stages.
    Create stage set

What to do next

The stage set can be added to a workflow or assigned as the default stage set for workflows that are created for a specific table.

Import stages from a choice list

You can import the choice list values of a workflow field as stages for a workflow.

Before you begin

Create a choice list as follows:
  • Add a custom field of Type Workflow to the table.
  • Configure the custom field to use a choice list.
  • If you are creating a new field, set the Choice List type to Display without --None-- and create the choices for the newly created field.

For more information, see Create a workflow stage field.

Procedure

  1. Navigate to Workflow > Workflow Editor.
  2. Open and check out the workflow.
  3. In the title bar, click the menu icon and select Properties
  4. In the Workflow Properties dialog box, click the Stages tab.
  5. From the Stage field list, verify that the correct workflow field is selected.
  6. In the Related Links section, click Import Stages from Choice List.
  7. In the dialog box asking you to confirm that you want to import the choice list, click OK.
  8. Click Update.

What to do next

The stage set can be added to a workflow or assigned as the default set for workflows that are created for a specific table.

Export a stage set from a workflow

You can create a new stage set by exporting the stages from an existing workflow as a set, instead of manually adding stage set entries to a stage set record.

Procedure

  1. Navigate to Workflow > Workflow Editor.
  2. Open and check out the workflow containing stages that you want to export as a new stage set.
  3. In the title bar, click the menu icon and select Edit Stages to open the Workflow Stages dialog box.
  4. In the Related Links section, click Export to Stage Set.
  5. Enter a unique Name for the new stage set.
  6. Click OK.

What to do next

The stage set can be added to a workflow or assigned as the default set for workflows that are created for a specific table.

Add a stage set to a workflow

You can add any number of stage sets to an existing workflow.

About this task

When multiple stage sets have stage set entries with the same Value, the stage appears on the workflow only once.

Procedure

  1. Navigate to Workflow > Workflow Editor.
  2. Open and check out the workflow.
  3. In the title bar, click the menu icon and select Edit Stages to open the Workflow Stages dialog box.
  4. In the Related Links section, click Import from Stage Set.
  5. Select the stage set.
  6. Click Ok.
  7. Import additional stage sets as needed for the workflow.

What to do next

After you add all necessary stage sets to the workflow, you can add them to the workflow activities. For more information, see Add a stage to a workflow activity.

Use a default stage set

You can assign a stage set as a default set to any number of tables.

About this task

The stages in the assigned stage set pre-fill the workflow version stages when you create a new workflow for the associated table.

Procedure

  1. Navigate to Workflow > Default Stages (by table).
  2. Click New.
  3. Select a Table.
  4. Select the Set you want to assign to the selected table.
  5. Click Submit.