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Managing ShareFile Custom Workflows

March 22, 2024
Contributed by: 
P

This article covers the management of Custom Workflows. Management of custom workflows include editing, disabling, copying, deleting, and viewing multiple versions of a form.

Accessing Custom Workflows

Use the following steps to access the management functions of Custom Workflows:

  1. Access Custom Workflows from Workflows>Custom Workflows.
  2. Select the Workflow Name under the Workflows tab by clicking the checkbox next to the name.

Edit

To edit an existing Custom Workflow, use the following steps:

  1. Select the checkbox next to the Custom Workflow you want to edit.
  2. Click Edit from the toolbar. A warning message displays.
  3. Click Continue to edit the Custom Workflow.
  4. The following sections of the Workflow may be edited:
    • Add Workflow Steps - Allows you to add steps to the workflow.
    • Admins and Viewers - Allows you to manage access to workflows for users/groups.
    • Settings - Allows the changing of the Workflow name, description, folder location, workflow instance naming convention, expiration, and Share Link Settings.
    • Review Summary - Provides a quick review of the settings for this particular Custom Workflow.
  5. Click Enable to commit changes to the Custom Workflow or click Back to all Workflows to cancel changes.

Disable

Use the following process to disable a Custom Workflow:

  1. Select the checkbox next to the Custom Workflow you want to disable.
  2. Click Disable from the toolbar. An alert displays asking you to confirm the request to disable the Custom Workflow.
  3. Select Disable Now option or Allow in-progress workflow instances to continue for ‘X’ number of days.
  4. Click Disable button to stop the selected Custom Workflow or click Cancel.

Copy

Use the following steps to make a copy of a Custom Workflow:

  1. Select the checkbox next to the Custom Workflow you want to copy.
  2. Click Copy from the toolbar.
  3. In the Copy Workflow popup, type in a name for the copied Custom Workflow.
  4. Click Save to create a copy of an existing Custom Workflow.

Delete

Use the following steps to delete a Custom Workflow:

  1. Select the checkbox next to the Custom Workflow you want to delete.
  2. Click Delete from the toolbar.
  3. An alert displays asking you to confirm the request to delete the Custom Workflow. Type ‘Delete’ in the text box.
  4. Click Delete to remove the Custom Workflow from your list.

View Versions

Use the following process to view multiple versions of a Custom Workflow:

TIP!

View Versions displays ONLY if there are multiple versions of a Custom Workflow form.

  1. Select the checkbox next to the Custom Workflow you want to view multiple versions of.
  2. Click View Versions from the toolbar. The Versions popup displays providing the following information:
    • Version - Displays the version number.
    • Last Updated By - Shows who last saved a version of the Custom Workflow.
    • Status - The status of the Custom Workflow version with either Enabled or Disabled.
    • Last Updated - Time the version was last updated.

SF Custom Workflow

You can choose to View or Delete any of the versions listed.

Managing ShareFile Custom Workflows
March 22, 2024
Contributed by: 
P
March 22, 2024
Contributed by: 
P

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