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Configure stages and add them to a flow

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Configure stages and add them to a flow

Configure when stages display to a user, define stage state labels, and add stages to a flow within Flow Designer.

Before you begin

While stages can be added to a flow with a scheduled trigger, the stages are never displayed to an end user because there is no associated record for the stage field. Only use stages in flows with record and Service Catalog triggers.

Role required: flow_designer or admin

Procedure

  1. (Optional) If not already present, create a stage field on the table that triggers the flow. A stage field is a field of type Workflow that displays the stages of a flow to a user. The Service Catalog Requested Items [sc_req_item] table has a stage field by default.

    For a stage field to report stages on a record-based flow, a stage field must be present on the same table as the triggering record.

    To add a field to a table, see Add and customize a field in a table.

  2. (Optional) If adding stages to a flow with a Service Catalog trigger, select the flow in the Flow field of the Service Catalog Item [sc_cat_item] table.
    If using the Service Catalog trigger, the flow must be associated with the Service Catalog item through the Flow field. Remove any workflows associated with the item by clearing the Workflow and Execution Plan fields. This enables a request for a catalog item to initiate a flow specific to that catalog item.
  3. Open the flow in Flow Designer.
  4. (Optional) Create and configure stages in the More Actions menu. Alternatively, you can create stages within the flow itself.
    1. Click The More Actions icon and select Stages.
      The Flow Stages / State menu opens.
    2. Click New Stage to add a new stage and configure the stage options.
      Field Description
      Name Display name for the stage. Must be unique.
      Value Internal name for the stage. Must be unique.
      Duration Estimated duration displayed to the user.
      Always Show If selected, the stage always displays in the stage field, even if the stage is set within a flow logic block that might not execute.
    3. (Optional) Select a stage set to import from the Stage Sets table.
      To learn more about stage sets, see Workflow stage sets. Any changes made to the copy do not affect the original stage set record.
  5. Point to a location in the flow and click Add a Stage. Select a stage or click + to add a new stage inline.
    Stages can be applied at the beginning of any Flow Designer action or flow logic block, or within an If block. Stages are not supported within a For Each flow logic block.

    Add a stage to a flow.

  6. (Optional) Set a stage to the Error state within a conditional flow logic block.
    1. Point to a location and select Set "Error" State.
      To set a stage to the Error stage:
      • The flow must have at least one stage defined.
      • The Error can only be set within a stage. When an Error condition is reached, the current stage is set to Error.
      • The Error can only be set within a conditional flow logic block.

      Set a stage to the Error state.

    When the flow reaches the indicated point, the currently executing stage is set to Error in the stage field.

Result

In a flow with a record-based trigger, Flow Designer communicates the status of each stage back to the triggering table and displays the current stage state as an icon. In a flow with a Service Catalog trigger, the Stage field displays the current stage state on any list view of the Requested Items [sc_req_item] table.
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