OpenText™ Documentum™ Workflow

Designer

User Guide

This guide describes how to use Documentum Workflow

Designer to create workflows. A workflow formalizes a
business process, enabling users to repeatedly perform a
business process.

EDCPKL220400-AWF-EN-01
OpenText™ Documentum™ Workflow Designer
User Guide
EDCPKL220400-AWF-EN-01
Rev.: 2022-Oct-06
This documentation has been created for OpenText™ Documentum™ Workflow Designer CE 22.4.
It is also valid for subsequent software releases unless OpenText has made newer documentation available with the product,
on an OpenText website, or by any other means.

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 Table of Contents
1 Introduction ................................................................................ 7

2 Understanding workflows ......................................................... 9

2.1 Workflow processes and objects ...................................................... 12
2.1.1 Activities ......................................................................................... 12
2.1.2 Packages ....................................................................................... 13
2.1.3 Flows ............................................................................................. 13
2.2 Defining workflow activities .............................................................. 13
2.2.1 Selecting an activity ........................................................................ 14
2.2.2 Selecting a performer ...................................................................... 14
2.2.2.1 Determining a performer .................................................................. 16
2.2.2.2 Using Aliases .................................................................................. 16
2.2.2.3 Alias Sets ....................................................................................... 17
2.2.2.4 Default Alias Set ............................................................................. 17
2.2.3 Defining activity delegation and extension ......................................... 17
2.2.4 Activity priority ................................................................................ 18
2.2.5 Packages ....................................................................................... 18
2.2.6 Data Types ..................................................................................... 19
2.2.7 Trigger conditions ........................................................................... 19
2.2.8 Notifications .................................................................................... 20
2.2.9 Understanding activity transitions ..................................................... 20
2.2.9.1 Transition conditions ....................................................................... 21

3 Understanding Documentum Workflow Designer UI ........... 23

3.1 Role-based access .......................................................................... 24
3.2 Navigation pane .............................................................................. 24
3.2.1 Processes navigation ...................................................................... 24
3.2.1.1 Processes menu ............................................................................. 24
3.2.1.2 New process ................................................................................... 25
3.2.1.3 Process list ..................................................................................... 25
3.3 Designer pane ................................................................................ 25
3.3.1 Documentum Workflow Designer toolbar .......................................... 26
3.3.2 Floating toolbar ............................................................................... 27
3.3.3 Workflow process editor canvas ....................................................... 28
3.3.3.1 Aligning activities ............................................................................ 29
3.3.3.2 Zooming in or out ............................................................................ 30
3.3.3.3 Printing a diagram ........................................................................... 30
3.4 Process Properties .......................................................................... 32
3.5 Activity properties ............................................................................ 33
3.5.1 Task tab ......................................................................................... 33
3.5.2 Performer tab .................................................................................. 33

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Table of Contents

3.5.3 Trigger tab ...................................................................................... 36

3.5.4 Notification tab ................................................................................ 37
3.5.5 Transition tab .................................................................................. 37
3.5.6 Data tab ......................................................................................... 38
3.5.7 Display tab ..................................................................................... 38
3.5.8 Flow properties ............................................................................... 38

4 Defining and managing processes ........................................ 39

4.1 Opening an existing process ............................................................ 39
4.2 Creating a process .......................................................................... 39
4.3 Configuring the default alias set ....................................................... 41
4.4 Adding a performer from a default alias set to a task ......................... 41
4.5 Modifying a process ........................................................................ 41
4.6 Setting process properties ............................................................... 42
4.7 Saving a process ............................................................................ 43
4.8 Validating a process ........................................................................ 43
4.9 Installing a process ......................................................................... 43
4.10 Uninstalling a process ..................................................................... 44
4.11 Deleting a process .......................................................................... 44
4.12 Duplicating a process ...................................................................... 45
4.13 Exporting a process ........................................................................ 45
4.14 Importing a process ......................................................................... 46
4.15 Migrating a process from Workflow Manager to Workflow Designer .... 47
4.16 Managing Workflow Designer logging ............................................... 48
4.17 Changing default alias set for a process ........................................... 48

5 Configuring an activity in workflow ....................................... 49

5.1 Selecting performers ....................................................................... 49
5.1.1 Configuring performers for a manual activity ..................................... 51
5.1.2 Configuring a performer for an auto activity ....................................... 53
5.1.3 Deleting a performer ........................................................................ 54
5.1.4 Reordering performers in the Performers list ..................................... 54
5.2 Setting activity definitions ................................................................. 54
5.3 Configuring activity triggers .............................................................. 55
5.4 Configuring notifications .................................................................. 56
5.5 Configuring activity transition rules ................................................... 56
5.5.1 Creating transition conditions ........................................................... 58
5.6 Changing display settings ................................................................ 59
5.7 Auto Sync ....................................................................................... 59

6 Defining and managing flows ................................................. 61

6.1 Creating flows ................................................................................. 61
6.2 Configuring flows ............................................................................ 62

iv OpenText™ Documentum™ Workflow Designer EDCPKL220400-AWF-EN-01

 Table of Contents

7 Building expressions .............................................................. 63

7.1 Tasks ............................................................................................. 63
7.1.1 Building an expression using the selector ......................................... 63
7.1.2 Migrating expressions ...................................................................... 63
7.2 Concepts ........................................................................................ 64
7.2.1 Expressions .................................................................................... 64
7.2.2 Operators ....................................................................................... 65
7.2.3 Functions ....................................................................................... 65
7.2.4 Date functions ................................................................................. 66
7.2.5 List functions .................................................................................. 75
7.2.6 Conditional functions ....................................................................... 80
7.2.7 Math functions ................................................................................ 84
7.2.8 String functions ............................................................................... 89

8 Migrating from the Workflow Manager .................................. 93

8.1 Concepts ........................................................................................ 93
8.1.1 Workflow migration .......................................................................... 93
8.1.2 Best practices for workflow migration .............................................. 108

EDCPKL220400-AWF-EN-01 User Guide v

Chapter 1
Introduction

Documentum Workflow Designer is used to create workflows for Documentum

clients. A workflow defines a business process that can be used repeatedly. You can
create and run multiple instances of a workflow process at runtime. A workflow
consists of one or more activities linked together by flows. An activity represents a
task that a user or a system perform on the business process objects to pass the
document to the next activity in the workflow. For example, reviewing a document,
checking the document into the repository, or approving the document. A flow
connects two activities and defines the sequence of activities in a business process. It
also defines the packages that are exchanged between the activities. A Package is an
object (Sysobject, Content, Folder, or Cabinet) that is processed during an activity
and then passed to the next activity in the business process.

This guide describes how to use Documentum Workflow Designer to design and
configure workflows.

EDCPKL220400-AWF-EN-01 User Guide 7

Chapter 2
Understanding workflows

Documentum Workflow Designer is used to create workflows for Documentum

clients. A workflow defines a business process that can be used repeatedly. You can
create and run multiple instances of a workflow process at runtime.

A workflow consists of one or more activities linked together by flows. An activity

represents a task that a user must perform on the business process object to pass the
object to the next activity in the workflow. For example, reviewing a document,
checking the document into the repository, or approving the document. A flow
connects two activities and defines the sequence of activities in a business process. A
Package is a collection of objects that is processed during an activity and then passed
to the next activity in the business process. “Workflow processes and objects”
on page 12 provides further details about these workflow components.

You can define a simple or complex business process using a workflow. You can
create workflows that have following information flow characteristics:

• Serial: Has activites that follow a specified sequence with only one activity
running at an instance.
• Parallel: Has activities that can run simultaneously at an instance.

The path that a document follows in a workflow depends on the result of activities
in a business process; for example, a purchase order could be routed to different
activities depending on whether the manager approves it or rejects it.

You can create generic workflow processes that can be used in different scenraios.
You can create a workflow where activity performer is mapped to an actual user

EDCPKL220400-AWF-EN-01 User Guide 9

Chapter 2 Understanding workflows

name at the runtime. For example, a typical business process for creating a new
document has five steps: authoring the document, reviewing it, incorporating the
reviews, getting approval, and publishing the document. The authors and reviewers
are different for different documents. Hence, instead of creating a separate workflow
for each document with the author and reviewer names, you can create a workflow
process with activity definitions that maps to the author and reviewer at runtime.

A workflow definition is stored in a workflow process and implemented by

Documentum Server as a dm_process object. The definitions of individual activities
in a workflow are stored in dm_activity objects.

When you start a workflow, the server uses the workflow process (the dm_process
object) to create a runtime instance of the workflow (a dm_workflow object). When
an activity starts, the server creates one or more work items (tasks) and communicate
to the designated activity performer.

The following flowchart illustrates how the components of a workflow and runtime
instance work together. For more details about the object-level implementation of
workflow, see OpenText Documentum Server Fundamentals Guide.

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EDCPKL220400-AWF-EN-01 User Guide 11
Chapter 2 Understanding workflows

2.1 Workflow processes and objects

A workflow defines the structure of a business process. A workflow definition
consist of a workflow, a set of activity definitions, and a set of flows connecting the
activities.

2.1.1 Activities
Activities represent the tasks that make a business process. A workflow has three
types of activities:

• Initiate activity is the first activity in the workflow. A workflow process must
have only one initiate activity.
• Automatic or Manual activity is the intermediate activity between the initiate and
the end activities. A workflow can have multiple automatic or manual activities.
• End activity is the last activity in the workflow. A workflow process can have
only one End activity.

A manual activity is performed by a designated performer or group of performers.

An automatic activity is run by the system.

You can define the following attributes for an activity:

• Activity name and basic activity information

• Priority
• Activity performers
• Trigger condition for an activity
• Notifications generated during an activity
• Transition information when an activity is completed
• Package attached to an activity
• Display attibutes

When an activity is initiated in the server, work items are created and a
communication is initiated to the activity performers. The work items contain the
packages that the user needs to work on and instructions to complete the task.

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 2.2. Defining workflow activities

2.1.2 Packages
Packages are the objects on which a task is performed. A package is defined for a
business workflow process. By default, a package is available to all the activities in a
business process. You can configure whether a package is available to all the
activities or to a specific activity in the workflow process. You can define whether a
package is mandatory in a business process. If a package is mandatory, all the
activities should have the package in a workflow.

2.1.3 Flows
A flow connects two activities, defines the workflow, and enables the movement of
packages, their properties, and dependencies between the connected activities. A
single flow can handle multiple packages.

There are two types of flows: forward flows and reject flows. A forward flow passes the
packages from the current activity to the next activity in the workflow. For example,
moving a package from the Edit activity to the Approve activity. Reject flows
determine what happens when the performer of an activity rejects the package being
routed. A reject flow is used to direct packages in a backward loop. For example,
sending a package from an Approve activity back to the Edit activity.

An automatic or manual activity has atleast one incoming flow and one out flow. An
Initiate activity has only one or more outgoing flow(s) and an End activity has only
incoming flow(s).

Each flow in a workflow must have a unique name. You can set the following
attributes for a flow:

• Label Styling
• Font Size
• Label settings such as customizing the label

2.2 Defining workflow activities

Activities in a workflow define the business process. You start with defining a
business process and its goal. The business process mandates the sequence of
activities required to complete a workflow. See “Selecting an activity” on page 14
for information about how to decide on activities.

Consider the following points when you define an activity:

• Whether you need a manual activity or an automatic activity?

• Who performs the activity? For more information, see “Selecting a performer”
on page 14.
• For manual activities, whether a performer can delegate or extend the activity?
For more information, see “Defining activity delegation and extension”
on page 17.

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Chapter 2 Understanding workflows

• For automatic activities, what should be the priority? For more information, see
“Activity priority” on page 18.
• What packages are passed across the activites in the workflow? For more
information, see “Packages” on page 13.
• When does an activity start? For more information, see “Trigger conditions”
on page 19.
• Whether an activity requires notification or not? For more information, see
“Notifications” on page 20.
• What happens next in the workflow? For more information, see “Understanding
activity transitions” on page 20.

2.2.1 Selecting an activity

Each workflow process must have one Initiate activity and one End activity. The
process can have any number of activities. The number of activities depends on the
complexity of a business purpose. Each activity in a workflow must have unique
name.

You can include an activity more than once in a workflow. For example, if you want
all documents to receive two rounds of review. The workflow can have the
following activities: Write, Review1, Revise, Review2, and Publish. The Review1 and
Review2 activities can use the same activity definition.

However, if you use an activity multiple times in a workflow, you must ensure that
only one instance of the activity is active in the workflow at a time. A workflow
cannot start an activity if a previous activity based on the same definition is still
running.

2.2.2 Selecting a performer

An activity definition includes the information that enables the Documentum
Workflow Designer to determine the activity performer. Documentum Workflow
Designer supports a wide range of manual activity performers. For automatic
activities, you must identify a user whose permissions is used to run the activity.
When a manual activity starts, the server adds a queue item to the Inbox of the
activity performer.

“Selection categories for activity performer” on page 15 lists the performer

categories. Each category is represented by an integer value. Only the first four
options are available for automatic activities.

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 2.2. Defining workflow activities

Table 2-1: Selection categories for activity performer

User category How performers are selected

Workflow Supervisor The system selects the user designated as the
workflow supervisor when the activity
starts. By default, the user who starts the
Process is the workflow supervisor.
Repository Owner The server selects the user identified as the
owner of the active Documentum repository.
Performer From Last Activity The system selects the performer from the
last completed activity that satisfies the
trigger condition of the current activity. The
Performer from Last Activity is an alias for
the user that performed the last activity. It
can include multiple performers and users
from other previous activities. This
performer is identified at runtime bacause
the performer can be anyone from a group.
Previous Activity Performer To Choose At The performer of the preceding activity
Runtime selects one or more performer that must
perform the next activity at runtime. If this
activity has multiple preceding activities,
you must select an activity whose performer
selects the performer for this activity.
Specific Group Select a group from the list of groups from
the connected repository. The server assigns
a work item to each performer in the group
at runtime.
Group from Alias Set Select a group alias from an alias set as the
performer of the activity. The server assigns
a work item to each performer in the member
of a group alias at runtime.
User from Alias Set Select a user alias from an alias set as the
performer of the activity. The server assigns
a work item to a member of the user alias at
runtime.

Participants in a workflow have the option to mark themselves as unavailable in the

Documentum Administrator (DA) for workflow tasks. When the workflow runs, if a
performer is unavailable, the workflow engine assigns the work item to the
designated delegated performer. See “Defining activity delegation and extension”
on page 17 for information about delegated users.

For information about selecting performers for an activity in Documentum

Workflow Designer, see “Selecting performers” on page 49. For details about
creating activities whose performers are selected at runtime, see “Determining a
performer” on page 16 and “Using Aliases” on page 16.

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Chapter 2 Understanding workflows

2.2.2.1 Determining a performer

When you create an activity, you must define the performer type. You can define the
actual performer at the design time or you can define an alias that is mapped to an
actual performer at the runtime. A performer is determined at runtime by:

• The workflow initiator, when the workflow is started

• The server, when the activity is started

• The performer of a previous activity, when the previous activity completes

If you select the Workflow supervisor, Repository owner, or Performer from last
activitycategory, the actual user is defined by the category. For example, a workflow
has only one workflow supervisor and the repository has only one repository owner.

If you select Specific group category, you can provide a group name when you
create an activity. In case of alias, the performer is selected at the runtime. The same
options apply to theGroup from Alias Set or User from Alias Set categories, except
that you provide the name of a group instead of an individual user.

For the Group from Alias Set and User from Alias Set categories, you provide the
names or aliases for a list of multiple users.

2.2.2.2 Using Aliases

An alias is a psuedo name name for a category of user or group that you use in place
of an actual user or group name. At runtime, the server replaces the alias with the
name of the actual user or group. Using aliases in activity definitions creates a
flexible workflow process that can be used in a variety of scenarios. For example, for
a workflow for vacation request, each department has a different manager who must
approve vacations. So, you can use the same workflow processes for different
departments. In place of specific performer names for the activities, you use an alias,
such as Manager. When the workflow starts, the server identifies the performer for
an activity.

The server resolves aliases at runtime by searching one or more alias sets to find the
alias and the corresponding value. An alias set is an object that defines a list of
aliases and the corresponding actual values. You can create alias sets in
Documentum Administrator, for more information, see OpenText Documentum
Administrator User Guide.

When an alias is defined as the performer for an activity, you can specify that the
server resolves the alias:

• To the group from an alias set

• To a user from an alias set

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 2.2. Defining workflow activities

2.2.2.3 Alias Sets

In a business process, multiple references are made to many performers or
performer groups. Instead of referencing the actual performer or performer group,
you can assign an alias name. The actual value is called the alias value. A collection
of alias names is called an alias set.

2.2.2.4 Default Alias Set

The default alias set is an alias set whose values are resolved by the workflow
initiator when starting the workflow. The aliases in the default alias set must not be
mapped to any values. You can select an alias set as a default alias set or create a
new default alias set using Documentum Workflow Designer. For more information
about default alias sets and alias sets, see the OpenText Documentum Administrator
User guide.

2.2.3 Defining activity delegation and extension

When you define a manual activity, you can configure whether the performer is able
to delegate the activity to another performer or forward the activity by identifying an
additional performer. In the case of delegation, the original performer does not
complete the activity and the activity is delegated to a new performer. When an
activity is forwarded, both the original performer and the designated additional
performer complete the activity.

A delegation event can occur automatically or manually.

• Automatic delegation occurs when a performer is not available. The server

automatically delegates the work to the configured delegated performer. If a
delegated performer is not configured or is unavailable, the work item is either
reassigned to the workflow supervisor or returned to the original performer
depending on the activity configuration.
• Manual delegation occurs when the perfomer, the workflow supervisor, or a
superuser elects to delegate the work item.

If forwarding is enabled, when the original performer(s) complete an activity, they

can identify a second round of performer(s) for the activity. The server generates
new work items for the second round of performer(s). After the second round of
performer(s) completes the activity, the server evaluates the transition condition for
the activity and move to the next activity. The second round of performer(s) do not
have the option to forward the activity. For more information, see “Selecting
performers” on page 49.

EDCPKL220400-AWF-EN-01 User Guide 17

Chapter 2 Understanding workflows

2.2.4 Activity priority

For an automatic activity, you can designate a priority value that determines the
order in which the server runs the activity relative to other activities in the queue.
You can also set a priority value for manual a activity, which is highlighted in the
communication to the performer.

When an automatic activity is started, the activity is placed in the queue of a server
facility that runs periodically. The server runs the activities in the order of priority.
By default, it runs all queued automatic activities each time it is invoked. However, a
system administrator can limit the number of activities run in a batch. If the server
configuration setting max_wf_jobs is set to a low number and there are a large
number of queued activities with high priority, a lower priority activity is moved
down in the queue.

You can configure priority of an activity to Low (Blue), Medium (Yellow), or High
(Red). For more information, see “Setting activity definitions” on page 54.

2.2.5 Packages
A package is attached to a business process and is available to all the activities in the
process. You attach a package to a workflow process in the Process Properties. A
package is an object that is processed and passed along the workflow.

An activity handles a package in three different ways:

• The activity can forward a package without any changes.

• The activity can forward a package with a new version of the object.
• The activity can forward a new package to the next activity.

In some business cases, the same package may pass through all the activities. For
example, a workflow for reviewing and approving purchase orders passes the same
purchase order document as a package to all the necessary activities.

The work performed by an activity on a package may result in a new version of a

document. For example, an activity to review a document. The document is
updated, comments are added, and checked in. In this case, the activity passes a new
version of the package to the next activity. For a package, you can specify the
version using an actual version number or set to CURRENT.

In some busniess cases, an activity may result in a completely different package. For
example, suppose an activity accepts a personnel action notice. The performer (an
HR employee) must file the notice, then send a different form to the accounting
department.

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 2.2. Defining workflow activities

2.2.6 Data Types

Data type specifies the type of package in the business process. Documentum
Workflow Designer supports four data type categories:

• SysObjects
• Content
• Folder
• Cabinet

You can also define custom data types derived from one of the supported data
types. For more information about how to create a custom data type, see OpenText
Documentum Administrator User Guide.

2.2.7 Trigger conditions

A trigger is a signal to initiate an activity. A trigger condition defines the criteria to
start an activity. At runtime, an activity is initiated only after the trigger condition is
met. The trigger condition can optionally include a trigger event that must occur
before the activity starts.

If an activity has multiple incoming flows, you can specify the number of previous
activities that must complete before this activity starts. The trigger condition is the
minimum number of flows that must have delivered packages to the activity before
the activity starts. For example, if an activity has three incoming flows, you can
configure the activity to start when two of the three packages have arrived.

A trigger event is an event queued to the workflow. The event can be a system-
defined event, such as dm_checkin, or you can specify an event name, such as
promoted or released. However, because you cannot register a workflow to receive
event notifications, the event must be explicitly queued to the workflow using the
Documentum API. If you include a trigger event in the starting condition, the server
must find the event you identify queued to the workflow before starting the activity.
The same event can be used as a trigger for multiple activities, however, the event is
queued once for each activity. OpenText Documentum Server Fundamentals Guide
provides more details about defining and queuing events.

For information about setting an activity's trigger conditions, see “Configuring

activity triggers” on page 55.

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Chapter 2 Understanding workflows

2.2.8 Notifications
When you configure an activity, you can set notification timers that send a message
to the workflow supervisor if there is delay in the activities. For example, you might
want the workflow supervisor to receive a notification if an activity is not started
within a specific time or if an activity does not complete within a specific time
period. When you create the activity, you can configure these notification timer
settings.

Documentum Workflow Designer supports two types of notification for an activity:

• A pre-timer that alerts the workflow supervisor if an activity has not started
within a specified time after the workflow starts.
• A post-timer that alerts the workflow supervisor if an activity does not complete
within a specified time after it starts.

The dm_WfmsTimer system administration job in the server checks the timers and
sends the notices to the workflow supervisor. The dm_WfmsTimer job is installed
with the system administration job suite. It is not installed in the active state. To use
the timers in workflows, make sure that the system administrator has activated the
functionality. The dm_WfmsTimer tool runs every hour. The workflow supervisor
receives warning notifications in the form of an item in the Inbox. For more
information, see “Configuring notifications” on page 56.

2.2.9 Understanding activity transitions

If an activity has multiple outgoing flows, you can define what packages are passed
to the following activities depending on the outcome of the activity. For example,
you can configure a performer that reviews the design of a new form with the choice
of forwarding the design to the next reviewer or sending it back to the initial
designer for revision. You set up this branching logic by creating flows from this
activity to the two possible activities, and allowing the performer to choose which
path to follow.

The transition type defines how the following activities are selected when an activity
is completed. There are three types of transitions:

• Select all connected activities: Packages are sent to all following activities linked
to the activity, including both forward flows and reject flows.
• Let performer select the next activities: The performer of this activity chooses
the activities to which the packages are sent at the runtime.
• Select next activities based on conditions: The server determines the activities
that receive packages at runtime by evaluating a set of transition conditions.

For a group activity, if the performer category is Specific group, you must specify
the number of members that must complete the task before the server considers the
overall activity complete and forwards the packages to the following activities. For
example, if five users receive a work item for an activity, you can specify that the
activity is complete when any three performers have completed the activity.

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 2.2. Defining workflow activities

If you let performers select the next activities, you can limit the number of following
activities the performer can select. For example, if an activity has three outgoing
flows, the performer can decide number of following activites that receive the
packages.

If a group of performers select the next activity, the performer category is Specific
group, and the transition option is Let performer select the next activity, you also
need to advise the server about how to combine the selection options for a
performer. When a group selects activities, it is possible that some performers might
select forward activities while others select reject activities. The server configuration
determines the activities to start. If you choose an conditional transition type, you
must define at least one transition condition for that activity.

2.2.9.1 Transition conditions

You use transition conditions to define how packages are routed depending on the
results of an activity. A transition condition is a logical condition with one or more
associated flows. When an activity is complete at runtime, the server evaluates the
transition conditions to determine which following activities to start as the next step
in the workflow. The packags are passed to the activities associated with the first
transition condition that is TRUE. An activity may have multiple transition
conditions, however, the server starts at the first TRUE condition.

For example, you could define an activity that routes a document depending on
whether the performer checked in a new version of the document. The server uses
the following logic to determine where to send the document:
If
(New version checked in) then Route to activity Evaluate Updates
Else
Route to activity Continue Approval

A transition condition is a Boolean expression. The expression is used to check

attributes of the package's components, the containing workflow, or the last
completed work item. The transition condition should include at least a value or
condition.

A transition condition should have an Else option that the server runs if none of the
transition conditions are met. The Else option should not have a condition
associated with it. An activity can only have one Else case. For information about
defining transition conditions for an activity, see “Configuring activity transition
rules” on page 56.

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Chapter 3
Understanding Documentum Workflow Designer UI

Documentum Workflow Designer is a web-based graphical tool for laying out and
defining your workflow. The Documentum Workflow Designer is divided into two
panes:

• Navigation pane or the left pane provides the option to navigate between
processes. It also provides options to import, export, migrate a process.
• Designer pane or right pane contains a canvas areas, Activity toolbar, and a
Function toolbar.

You can control the size of the two panes by positioning the mouse over the border
between them and dragging the border to a new position.

You can also change to a single-pane view using the Pane button .

A configurable toolbar appears across the top of the window, providing quick access
to common commands.

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3.1 Role-based access

Access to Documentum Workflow Designer is controlled using the predefined roles
that can be assigned to a user. Documentum Workflow Designer is accessible to all
the users who are member of the documentum_workflow_designer role. The
following table describes the roles and the corresponding access level in
Documentum Workflow Designer:

User role Login access Create and manage

User with Yes Yes
documentum_workflow_desi
gner
User without No No
documentum_workflow_desi
gner
SUPERUSER with Yes No
documentum_workflow_desi
gner

3.2 Navigation pane

The Navigation pane enables you to navigate between processes. By default, the
Documentum Workflow Designer opens in the Processes user interface.

3.2.1 Processes navigation

The Navigation pane includes the following components:

• Processes menu

• New Process option

• Process list

3.2.1.1 Processes menu

The Processes menu includes the following options:

• Import: Imports the selected processes from a package into the Documentum
Workflow Designer repository.

• Export: Exports the selected processes as a package to the local system.

• Migrate: Migrates legacy business processes developed using Workflow

Manager to the current Documentum Workflow Designer business processes.

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 3.3. Designer pane

3.2.1.2 New process

You can create a new process using the New Process option in the Processes view
pane. For more information about how to create a new process, see “Creating a
process” on page 39 section.

3.2.1.3 Process list

This area lists all the processes available for a workflow. To load a process in the
designer area, click a process from the Process list. You can also perform the
following operations on a process using the process context menu:

• Create From: Use this option to create a copy of the selected process. For more
information about how to create a copy of a process, see “Duplicating a process”
on page 45 section.
• Delete: Use this option to delete a process. For more information about how to
delete a process, see “Deleting a process” on page 44 section.

The following table describes the process icons:

Icon Description
Process is migrated but not installed.

Process is installed.

Data type is deleted or modified, or a process

is out of sync. This icon disappears afte you
validate the process.
Process has validation errors.

Note: Validation of expressions and package type attributes is not supported.

3.3 Designer pane

The Workflow Designer pane provides tools to create and configure processes in a
workflow. The designer pane has a fixed designer toolbar at the top, a floating
toolbar, and a canvas area for defining the layout of processes in a workflow.

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3.3.1 Documentum Workflow Designer toolbar

Documentum Workflow Designer has a configurable toolbar at the top of the editor
pane that provides quick access to common commands. To access a command from
the toolbar, click the corresponding icon. To find out what command an icon
corresponds to, position the mouse pointer over the icon to display the name of the
icon. The following table lists the icons and its purpose:

Icon Description
Save the process.

Save
Open process properties dialog box.

Process Properties
Validate the process.

Vaidate
Install the process.

Install
Uninstall the process.

Uninstall
Cut the selected activity.

Cut
Copy the selected activity.

Copy
Paste the selected activity to the canvas.

Paste
Select all the activites.

Select All
Undo the previous action.
Undo
Redo the previous action.
Redo
Align the selected activities to the left.

Align Left

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 3.3. Designer pane

Icon Description
Align the selected activities to the center.

Align Center (Vertically)

Align the selected activities to the right.

Align Right
Align the selected activities to the top.

Align Top
Align the selected activities to the middle.

Align Center (Horizantally)

Align the selected activities as a single row.
Distribute Vertical Spacing
Align the selected activities as a single
column.
Distribute Horizontal Spacing
Zoom out of the canvas.
Zoom Out
Zoom into the canvas.

Zoom In
Print the process diagram in the canvas.

Print

By default, the toolbar displays all the icons.

3.3.2 Floating toolbar

The floating toolbar contains the following tools and connectors:

Icon Description
Adds an automatic activity to the workflow
process.
Automatic Activity
Adds a manual activity to the workflow
process.
Manual Activity
Selection tool to select objects in the canvas.

Select

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Icon Description
Defines flow of information in a workflow.

Straight Flow
Defines flow of information in a multilevel
process.
Multisegment Flow
Defines flow of information when an activity
is rejected.
Reject Flow

3.3.3 Workflow process editor canvas

The workflow process editor canvas is the area where you layout the workflow. To
define a workflow, drag the activities or other workflows from the toolbar into the
workflow process canvas, connect them with flows, then define the properties of the
activities and flows. See “Creating a process” on page 39 for more information.

• To add objects to the workflow process, drag an activity or workflow from the
toolbar and drop it in the workflow process editor canvas.
• To move objects within the workflow process, select them and drag the object to
their new location. When you move an activity that has flows connecting it to
other activities, the arrows representing the flows move along with the activity.
Flows cannot be moved on their own.
• To remove objects from the workflow process, select the object and click the
Delete icon.
• To copy an activity, select the activity and click the Copy icon from the toolbar.
To add the new copy to the process, click the Paste icon from the toolbar.
• To see the actions that are available for a given object, select the object. A group
of icons appears at the location of the mouse cursor, showing the available
actions.

These actions require you to select the objects you want to act on.

To select one or more objects in the workflow process editor pane:

1. Click the visual representation of the object in the workflow process editor
pane.
A dotted-line rectangle appears around the selected object, indicating that it is
selected. Click outside the object to de-select it.

2. To select additional objects, hold down the Shift key as you click each of the
objects.
If you do not hold down the Shift key, selecting one object automatically de-
selects any previously selected objects.

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 3.3. Designer pane

3. To select all objects in the process, click Select All icon.

3.3.3.1 Aligning activities

The Alignment options enable you to position workflow activities precisely. You can
align activities vertically or horizontally by their left or right edges, top or bottom
edges, or by their center points.

To align activities:

1. Select the activities you want to align.

2. Click the icon corresponding to the intended alignment.

The available alignment options are:

• Align left

• Align center

• Align right

• Align top

• Align middle

• Align row

• Align column

If you choose to align activities, the extreme most activity determines the
placement of the other activities; that is, the selected activities will align the
activity with most extreme position. For example, if you choose to align the
bottom edges of your activities, the lowest or bottommost activity determines
the placement of the other activities.

3. Click Save.

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3.3.3.2 Zooming in or out

Each time you click the Zoom In or Zoom Out icon, the editor pane zooms in or out
by one magnification level. The current magnification level is displayed in the zoom
list after you change the magnification level using the Zoom In or Zoom Out icons.

To zoom in or zoom out on a workflow process:

1. Expand the drop-down list next to the Zoom In icon.

2. Select one of the zoom levels:

• 150%
• 100% (default)
• 75%
• 50%
• Last
Toggles between the current zoom setting and your previous zoom setting.
• Width
Sets the size of the workflow process so that its full width fits within the
visual dimensions of the workflow process editor pane.
• Fit
Magnifies or shrinks the appearance of your workflow process so that it fits
within the visible dimensions of the workflow process editor pane.
• Show grid lines
Displays the grid lines in the Workflow Designer canvas area.
• Snap to grid
Aligns the selected object in the Workflow Designer canvas with the grid
line

3.3.3.3 Printing a diagram

Documentum Workflow Designer 22.1 provides enhancements to the printing
functionality, which includes options to select page size, page orientation, print
margin, and print size. To print a diagram in the canvas:

1. From the Documentum Workflow Designer toolbar, click the Print icon.

2. The Print Setup Dialog is opened to configure print properties. The following
table describes the available print properties:

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 3.3. Designer pane

Parameter Description
Page Format Select the page size to print the diagram.
• A3 (11.7 x 16.5 inch)
• A4 (8.3 x 11.7 inch)
• A5 (5.8 x 8.3 inch)
• US Executive (8.5 x 11 inch)
• US Legal (8.5 x 14 inch)
• US Letter (7.5 x 10.5 inch)
Page Orientation Select the page layout:
• Portrait
• Landscape
Margins Select the unit of measurement as inches
or centimeters and corresponding margins
in the selected unit.
• Top
• Bottom
• Left
• Right

Note: If the specified margins

exceed the page sizes, auto-
validation raises the error flag.
Printoput size Select the printout size:
• Actual size: Print the actual size of the
diagram, which may span multiple
pages.
• Same as paper size: Print on the
selected page. The diagram is fitted on
a single page.
• Fit to: Print the diagram across the
number of pages specified in the
Pages(s) across x Down format.

3. Click Print.

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3.4 Process Properties

The process properties are categorized under two tabs: General and Data.

The following table describes the various process properties in the General tab:

Parameter Description
Label Name of the workflow process.
System Name Respository system name.
Description Description of the workflow process.
Default Alias Set Default alias set for the process.
Create New Alias Set Creates a new alias set that is automatically
set as the default alias set for the process.
Workflow instruction Additional workflow instructions.
Audit Process Events Enables logging the process events in the
audit log.
Always show validate and install prompt Enables the validate and install prompt to
after saving the process appear after a process is saved.

The following table describes the various process properties in the Data tab:

Parameter Description
Add Package Adds a package to the workflow process.
Name Package name.
Type Package type.
Version Named version number, can be text or
numeric.
Visible across entire process The package is available to all the activities
in the process workflow.
This is a mandatory package Indicates that every activity should have that
package.

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 3.5. Activity properties

3.5 Activity properties

The activity properties are categorized into seven tabs:

• Task
• Performer
• Trigger
• Notification
• Transitions
• Data
• Display

3.5.1 Task tab

The following table describes the parameters in the Task tab:

Label Description
Subject Basic description of the activity.
Instructions Special instructions for an activity.
Priority Specifies the priority of a task.

3.5.2 Performer tab

The following table describes the parameters in the Performer tab (auto activity):

Label Description
Execution Setting
Perform this task as Performs this task on behalf of the workflow
supervisor, repository owner, or the
performer of the last activity.
Automatic Execution Parameters
Execute this method automatically Choose the action to automatically perform
from the Execute this method automatically
list. The actions in the list are workflow
methods.

Note: To make a custom method

available here, the attribute
a_special_app must be set.
a_special_app is a dm_sysobject
attribute reserved for use by
Documentum products. This attribute
must have the value Workflow.

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Label Description
Timeout (sec) Specifies the time-out for an activity. The
valid range of time-out is from 0 to
2147483647 seconds.
Enable troubleshooting logging
Retry on timeout exception • Maximum tries: Specifies the maximum
number of attempts on timeout exception.
• Interval (min): Specifies the time
interval between each retry attempt.
On failure Specifies the action to perform when an auto
activity fails.
• Continue: Proceed to next activity.
• Terminate Process: Terminates the
process.
• Halt Process: Halts the process.

The following table describes the parameters in the Performer tab (manual activity):

Label Description
Performers

List of performers of the task as determined by the system.

For more information about how to configure a performer for a manual activity, see
“Configuring performers for a manual activity” on page 51.
Workflow Supervisor The system selects the user designated as the
workflow supervisor when the activity starts.
By default, the user that starts the Process is
the workflow supervisor.
Repository Owner The system selects the user identified as the
owner of the active Documentum repository.

Note: You must have SUPERUSER

privileges to install the process if this
performer is used in the auto activity
of the process.

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 3.5. Activity properties

Label Description
Performer From Last Activity The system selects the performer from the
previous finished activity that satisfied the
trigger condition of the current activity. The
Performer from Last Activity is an alias for
the user that performed the last activity. It
can include multiple performers and users
from other previous activities. This
performer is identified at runtime because
the performer can be from a group.

Note: You must have SUPERUSER

privileges to install the process if this
performer is used in the auto activity
of the process.
Previous Activity Performer to Choose at The performer of the preceding activity
Runtime. selects the performer of this activity at
runtime. If this activity includes multiple
preceding activities, use the drop-down list
to select a performer from the relevant
activity who will perform this activity.

Notes
• You can only select this performer
type if the activity does not have any
other performer type selected from
the list.
• If this performer type is already
selected in the list, then you cannot
select any other performer type
unless this performer type is
removed from the selected list.
Specific Group You select a group from the list of groups
from the connected repository. The server
assigns a work item to each performer in the
group at the runtime.
Group from Alias Set You select a group alias from an alias set as
the performer of the activity. The server
assigns a work item to each performer in the
group alias at runtime.
User from Alias Set You select a user alias from an alias set as the
performer of the activity. The server assigns
a work item to a member of a user alias at
runtime.
Processed By
Individual users and group member at the Sends one task to every user in each group.
same time

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Label Description
Individual users and the first group member Sends one task to each user and one task to
to accept the task, at the same time each group. The group receives the task and
it is assigned to the first member of this
group who accepts the task.
Individual user or group member with Sends one task to the performer who has the
fewest tasks fewest pending tasks.
Individual users and the first group member Sends one task to the first individual user
to accept the task, in sequence listed in the performer list or the first group
member to accept the task. The task is sent in
the order of the list from top to bottom. After
this task is completed, another task is sent to
the second individual user or the first group
member to accept the task in the list.

If you select this option, you have the

additional option to select whether to allow
performers to reject a task. The task returns
to the performer who preceded them in the
sequence.
Task Options
Allow user to delegate task If you select this option, you can choose how
to distribute the task if there is a problem
with automatic delegation.
Allow performer to add additional This option enables the performer to add
performers to this task additional performers to complete the same
task.
Performer sign-off is required The activity requires a sign-off before it is
completed. This option includes adding an
electronic signature to the task.
Allow sequential task performers to reject to If you select multiple sequential task
previous performer performers, you can specify whether these
performers can reject the task and return it to
the previous performer in the sequence.

3.5.3 Trigger tab

The following table describes the parameters in the Trigger tab:

Label Description
Trigger
All input flows are selected Indicates that the activity is triggered when
all the input flows are selected.
The number of inputs flows selected Specifies the minimum number of input
flows to trigger an activity.
And when the signal arrives Specifies the event to trigger an activity.

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 3.5. Activity properties

Label Description
Frequency
The activity can run more than once in a Indicates whether an activity can run
workflow multiple times in a workflow.

3.5.4 Notification tab

The following table describes the parameters in the Notification tab:

Label Description
Notify the workflow manager when
The activity does not trigger within Specifies the time limit within which an
activy should start.
The activity work is not finished Specifies the time limit within which an
activy should complete.

3.5.5 Transition tab

The following table describes the parameters in the Transition tab:

Label Description
When this activity completes Specifiy the logic to determine the next
activity. You can select from the following
options:
• Select all connected activities
• Let performer select the next activity
• Select next activities based on conditions
Complete the activity when
All performers should complete the task Indicates that an activity is marked complete
only when all the performers have
completed the task.
Number of performers complete the task Indicates that an activity is marked complete
only when the specified number of
performers have completed the task.

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3.5.6 Data tab

The Data tab provides the following information about the packages:

Label Description
Name Name of the package.
Type Type of the package.
Version Version of the package.
Visible Indicates whether a package is visible to all
the activities in a workflow process.
Mandatory Indicates that each activity in a workflow
process should have this package.

3.5.7 Display tab

The Display tab provides the following label text settings:

Label Description
Label Styling
Font Font type to use for label.
Point size Size of the font.

3.5.8 Flow properties

The following table describes the properties you can configure for a flow:

Label Description
Label Styling
Font Font type to use for label.
Point size Size of the font.
Show Label Indicates whether the flow label is displayed.
Show visible packages at destination activity Name of the package(s) available to the next
activity.
Custom label Display the custom text entered in the
corresponding text-field.

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Chapter 4
Defining and managing processes

A Process represent the business procedure through which a given object or set of
objects flows. They define the overall workflow from beginning to end. You create
workflow processes in Documentum Workflow Designer that can be reused to
create individual workflow instances.

This chapter explains how to create processes, validate them, and install them.

4.1 Opening an existing process

You can open an existing process to review, revise, or create a copy of the process to
use it as a starting point for a new process.

Note: To update a process, you must first uninstall the process.

To open a process in Documentum Workflow Designer, select or double-click a

process from the Process navigation pane, to open it in the canvas.

4.2 Creating a process

This section provides an overview of creating a process.

To create a process:

1. Design the business process and the workflow that implements it.
For details about designing workflows, see “Defining workflow activities”
on page 13.
2. Click New Process from the Processes navigation pane.
3. Enter process name in the Label field. Set the process properties. For more
information about process properties, see “Setting process properties”
on page 42.

Note: A process name can have maximum of 127 characters and all the
special characters are allowed except for the percentage (%).
4. Click Save.
The Initiate and End tasks are added in the canvas for the new process.
5. Drag and drop activities from the Activities palette on to the workflow process
editor pane until you have one activity for each task in your workflow.

• To add a new manual activity, click Manual Activity icon from the
Activities palette.

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Chapter 4 Defining and managing processes

• To add a new automatic activity, click the Auto Activity icon from the
Activities palette.

6. Connect each activity to the activity that precedes it in the logical flow.
The first activity in the workflow must be connected to the Initiate task, and the
last activity must be connected to the End task.
To connect two activities, select one of the flow icons, move your mouse over
the first activity until you see its selection box, then drag the mouse to the
second activity. Release the mouse button when you see the selection box for
the second activity to draw a line between the two activities.
You connect activities using one of three create flow icons in the Documentum
Workflow Designer toolbar:

• To connect activities in a forward movement of data, click either the Straight

Flow icon or the Multisegment Flow icon. The difference between the two is
visual: one draws a straight line to represent the flow between activities, the
other draws a line consisting of multiple segments.
• To connect activities in a backward movement of data, click the Reject Flow
icon. Reject flow represent the path taken when an activity is rejected.

7. Configure packages at process level.

8. Configure each activity.

See “Configuring an activity in workflow“ on page 49 for details about
configuring activities.

9. Adjust the visual layout as necessary.

For information about the options available for laying out the workflow process
display, see “Workflow process editor canvas” on page 28.

10. Save the workflow process.

See “Saving a process” on page 43.

11. Validate the workflow process.

See “Validating a process” on page 43.

12. Install the workflow process.

See “Installing a process” on page 43. After you have installed the process, it is
available to users.

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 4.3. Configuring the default alias set

4.3 Configuring the default alias set

1. Select a process from the Processes list.

2. Click the Process Properties icon. The Process Properties dialog box is
displayed.

3. On the General tab, select an alias from the Default Alias Set list to set it as the
default alias set. The Default Alias Set list displays the alias sets from
repository and those created in Workflow Designer.

4. Click OK to mark an alias set as the default alias set.

4.4 Adding a performer from a default alias set to a

task
1. Open the Task Properties to select a performer from the default alias set.

2. Navigate to the Performers tab and click Add Performer.

3. In the Add Performer dialog box, select Group from Alias Set or User from
Alias Set.

4. From the Select Alias Sets list, select the alias set that is marked as Default
Alias Set.

5. From the Select Alias list, select an alias set user and click OK.

Note: When you define an alias set category in Documentum

Administrator, make sure that the value is not set for the alias set category.
The default alias set category value must be mapped to a user or group
during runtime only.

4.5 Modifying a process

You can change a process by changing its process flow or activity definitions. When
you change a process, you can either overwrite the changes or create a new process.
Any changes you make are governed by object-level permissions.

You must uninstall the process before you modify it. When you uninstall a process,
all the workflow instances are halted. You can create a copy of a process without
uninstalling it. Updating a process has impact on the active workflows, you must
update the process when there are no active workflows running .

The updated process must be validated and installed before you can start a
workflow based on it.

See also “Saving a process” on page 43.

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4.6 Setting process properties

You use the Process Properties dialog box to provide basic information about the
workflow you are creating. The original creator and current state of the workflow
process display at the top of the dialog box in display only fields.

To set workflow process properties:

1. Click the Process Properties icon on the toolbar.

2. Enter the following details in the General tab:

Field Description
Label Name of the process.
System Name Name of the system.
Description Description of the process model.
Default Alias Set Specify a default alias set for a process
from the list of alias sets.
Create New AliasSet Creates a new alias set that is
automatically set as default alias set for the
process in the Workflow Designer.
• Alias set label: Unique name for the
alias set.
• Alias set description: Description of the
alias set.
Workflow Instructions Instructions for the performer of the
activities.
Audit Process Events Specify whether to enable event auditing
for system events.
Always show validate and install prompts Specifies that the system should prompt to
after saving the process validate and install a process after it is
saved.

3. Click the Data tab.

4. Click Add Package.

5. Enter name of the package in the Name field.

6. To select the package type, click Ellipsis for Type field to open Package
Type dialog box. To select an object type, perform one of the following steps:

• Click Filter to filter object types. Select an object type category and
click the Back arrow to return to Package Type dialog box. Select an object
type from the list and click Save.

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 4.7. Saving a process

• Search for an object type in the Search field and select an object type. Click
Save.
• Use the scroll-bar to locate an object type, select it, and click Save.

7. In the Version text-field, specify a version for the package or type CURRENT.

8. (Optional) Select the Visible across entire process option to make the package
visible to every activity in the business process.

9. (Optional) Select the This is a mandatory package option to make this package
as required by the process.

10. (Optional) To delete a package, select a package from the list and click the X
(cross) icon besides the Add Package option.

11. Click Save.

4.7 Saving a process

When you have completed a workflow process, you must save it before you can
validate and install it. Saving the process copies your changes to the repository.

To save a process to repository, click the Save icon.

Note: If you do not save the changes to repository and close the browser, all
the changes to the workflow are lost.

4.8 Validating a process

Validating a process verifies that the process defined in the process meets system
requirements.

Before validating, you need to save the process. If validation fails, error information
is listed in the Errors panel at the bottom of the canvas. To validate a process, click
the Validate icon.

4.9 Installing a process

A process must be installed before it is available for use in an active workflow. To
install a process, make sure that it is validated.

If you need to make changes to an installed process, you must uninstall the process
first. When you uninstall a process, all the active workflows based on the process are
halted. After making the changes, validate and install the process again.

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4.10 Uninstalling a process

You must uninstall a process before modifying it.

• If a process has workflow instances, only a user with sysadmin permission and
documentum_workflow_designer role can uninstall it.

• If a process has no workflow instance, any user with documentum_workflow_

designer role can uninstall it.

4.11 Deleting a process

1. Hover the mouse pointer over the process to delete and click the ellipsis to open
the context menu for the process.

2. Select Delete from the context menu.

3. Click OK to confirm.

When you delete a process:

• A warning message is displayed for an installed process that has an active

instance.
• All the process-related data and active instances are deleted permanently.
• Any open process in the canvas is closed and removed from the navigation pane.
The focus moves to next open process tab.

Notes

• You cannot delete a process while another user is editing that process.
• The delete process may take a long time to complete for installed processes
and the Workflow Designer may become unresponsive during the delete
process.
• If a process has workflow instances, only a user with sysadmin permission
and documentum_workflow_designer role can delete it.
• If a process has no workflow instance, any user with the documentum_
workflow_designer role can delete it.

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 4.12. Duplicating a process

4.12 Duplicating a process

To create a copy of an existing process, complete the following steps:

1. Hover the mouse pointer over the process to copy and click the ellipsis button
to open the context menu for the process.

2. Click Create From in the context menu.

3. Enter the process name in the Label field and click Save.

Note: A duplicate copy of the process with all the attributes is created
with the specified name and added under the process list.

4.13 Exporting a process

You can export a process created in Workflow Designer to the local system. To
export a process, complete the following steps:

1. In the Process Navigator pane, click Processes to open the Processes context
menu.

2. Click Export.

3. In the Export Process dialog box, select a process to export from the list of
processes. You can also select multiple processes to export. To select all the
processes, select Name.

Note: Starting with WorkFlow Designer 22.2, a new option named

Validated is added that you can use to list the validated processes when
exporting a process. If the Validated option is enabled, only the validated
processes are listed in the Export Process dialog box. To view all the
available processes for export, disable the Validated option.

4. Click Export.

5. Save the .pkg file containing all the selected processes and process
dependencies to the local system.

Notes

• When you export a process, only the process templates and definitions are
exported. Process dependencies such as packages, users, groups, aliassets,
and methods are not exported. You must export the dependencies as a .dar
file and install into the destination repository before exporting the processes.
A process installed before installing the dependencies is disabled for export.
• You can import the downloaded package to another repository.
• A process name can contain a maximum of 127 characters.
• Composer is not supported for exporting a Workflow Designer process.

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Chapter 4 Defining and managing processes

4.14 Importing a process

You can import a process from the file system to Workflow Designer. A process is
imported as a package with .pkg file extension. A package may contain multiple
proceses. To import a process, complete the following steps:

1. In the Process Navigator pane, click Processes to open the Processes context
menu.

2. Click Import.

3. In the Import Processes dialog box, in the Add processes file area, click Click
here to add files.

Note: You can also drag and drop a package into the Add processes file
area to import the processes in a package.

4. In the File Upload dialog box, navigate to the location of the package file (.pkg)
and click Open. The package is analyzed and all the processes in the package
are listed in the dialog box.

Notes

• If a process has any discrepancy in dependencies (package types, Alias

sets or Groups), the select option is disabled because the Workflow
Designer does not map the dependencies for the imported processes.
• If a process has no dependencies or a process with dependency exists in
the destination repository, the select option is enabled.
• While importing a process, modifying the process may lead to loss of
data.

5. Select the required processes from the list in the Import Processes dialog box
and click Next.

6. If you import a process with a name that already exists in the destination
repository, a conflict is flagged. Such processes are highlighted in red font in the
Import Processes dialog box. You can either override a process or rename the
process you are importing to resolve the conflict.

a. To override a process with an imported process, select the check box

corresponding to the process.

Note: The process must not be in the installed state for the override
functionality to work. You cannot override an installed process.
b. To rename the imported process, click the Edit icon, enter a new name for
the imported process and click the Tick icon.

7. Click Import after resolving any conflicts to import the processes.

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 4.15. Migrating a process from Workflow Manager to Workflow Designer

If a process has any discrepancy in dependencies (package types, Aliassets, or

Groups), the select option is disabled because the Workflow Designer does not map
the dependencies for the processes to be imported.

• If a process has no dependencies or a process with dependency exists in the

destination repository, the select option is enabled.
• While importing a process, modifying the process may lead to loss of data.
• Green tick icon: Indicates that the process is imported successfully.
• Red Info icon: Indicates that the process is not imported.

Notes

• Workflow Designer supports process with name upto 127 characters. If a

process name contains more than 127 characters, the process is not imported.
• If you delete a process from a Web browser and import another process with
the same name from another Web browser, a conflict is flagged.
• Composer is not supported for importing a Workflow Designer process.

4.15 Migrating a process from Workflow Manager to

Workflow Designer
You can migrate a process from the Workflow Manager repository to Workflow
Designer repository using the Migrate menu option.

Notes

• If you migrate a process that has transition conditions with attributes that are
not supported in Documentum Workflow Designer (for example, process
metadata), process validation does not capture such migration errors. In
Workflow Designer, transition conditions are validated when you open the
transition condition editor from the activity properties.
• While migrating a process, modifying the process may lead to loss of data.

To migrate a process, complete the following steps:

1. In the Process Navigator pane, click Processes to open the Processes context
menu.

2. Click Migrate.

3. In the Migrate Processes dialog box, select the process to migrate and click
Next. You can select multiple processes for migration.

4. If you migrate a process with a name that already exists in the destination
repository, a conflict is flagged. Such processes are highlighted in red font in the
Migrate Processes dialog box. You can either override the process or rename
the process you are migrating to resolve the conflict.

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Chapter 4 Defining and managing processes

a. To override an existing process with the migrated process, select the

Override check box corresponding to the process.

Note: You cannot override an installed process.

b. To rename the migrated process, click the Edit icon, enter a new name for
the imported process in the Target field, and click the Tick icon.

5. Click Migrate after resolving any conflicts to migrate the processes.

If a process with dependencies is already installed in the destination repository, the

imported process is not installed and only processes without any conflict are
imported. The status column indicates the migration status for a process:

• Green check mark: Indicates that the process is imported successfully

• Red Info icon: Indicates that the process is not migrated

4.16 Managing Workflow Designer logging

You can enable Workflow Designer logging in the application server using the
sample log4j2.properties file available in the DocumentumWorkflowDesigner/
WEB-INF/logger folder. The following log files are generated:

• WFDesigner.log: Contains all the log messages.

• WFMigration.log: Contains all the log messages related to migration.

• WFImport.log: Contains all the log messages related to import and export.

Note: You can access Documentum Workflow Designer logs for more
information about auto sync related errors.

4.17 Changing default alias set for a process

You can also change the default alias set for a process in the WorkFlow Designer.

1. Select a process from the Processes list.

2. Click the Process Properties icon.

3. In the Process Properties dialog box, on the General tab, select a different alias
set from the Default Alias Set list. When you change the default alias set, all the
performers attached to the task are reset.

4. In the Reset Performer Aliases dialog box, click Yes to reset the existing
performers for the activity or click Discard to cancel the process.

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Chapter 5
Configuring an activity in workflow

Activities are the tasks that comprise the workflow. Workflow configuration
involves configuring the various activities that form a workflow. You configure
activities using the Activity properties. You can access the Activity properties by
double-clicking on an activity in the workflow template editor pane.

The Activity properties dialog box has the following tabs for activity configuration:

• The Task tab sets the priority for automatic activities and provides instructions
for manual performers. See “Setting activity definitions” on page 54.
• The Performer tab enables you to select the activity performer and the actions a
performer can perform. For more information, see “Selecting performers”
on page 49.
• The Trigger tab provides configuration settings that determine when an activity
starts. For more information, see “Configuring activity triggers” on page 55.
• The Notification tab sets timers to notify the workflow supervisor if a task does
not start or complete within a specific time. For more informaiton, see
“Configuring notifications” on page 56.
• The Transitions tab settings determine the next activities in the workflow. For
more information, see “Configuring activity transition rules” on page 56.
• The Data tab is used to select a package for the activity. For more information,
see “Setting process properties” on page 42
• The Display tab configures the visual display settings of the workflow process.
For more information, see “Changing display settings” on page 59.

The name of the activity you are configuring appears in the text box at the top of the
activity properties dialog box. Each activity must have a unique name within the
process. You can change the activity name in the activity dialog box.

5.1 Selecting performers

The first task when defining an activity is to identify performer for an activity.
Activities can be performed manually by an individual, group, or alias that you
identify, or automatically by the system. For manual tasks, you can select specific
performers, alias set, or allow the workflow participants to choose performers. For
automatic activities you must specify a user whose permissions the automatic
activities takes on.

To select performers for an activity:

1. In the Activity properties dialog box, select the Performer tab.

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Chapter 5 Configuring an activity in workflow

2. To select a performer, click Add Performer.

3. In the Add Performer dialog box, select a performer or a performer group or a

performer group alias from the Select a performer who will work on a task
drop-down list. For more information, see “Configuring performers for a
manual activity” on page 51.

4. Click Add.

5. Select one of the options from Processed By drop-down list to select a

performer from multiple performers.

• Individual users and group members at the same time

• Individual users and the first group member to accept the task at the same
time

• Individual user or group user member with fewest tasks

• Individual users and the first group member to accept the task in sequence

Note: The options Individual users and the first group member to accept
the task in sequence is not available for performers from Specific Group
or Group from Alias Set. If you have added performers from another type
apart from performers from Specific Group or Group from Alias Set, this
option is available.

6. Select from the following Task Options:

• Select Allow user to delegate task to enable the performer to pass the task to
another user or group. When you select this option, you must also specify
where the task is sent if the user to whom the performer delegates it is also
unavailable. The task can be forwarded to the workflow supervisor or
returned to the original performer.
• Select Allow performer to add additional performers to this task to enable
the performer to choose another user or group to also perform this task.

• Select Performer sign-off is required to specify that performer sign off is

mandatory to complete this activity.

Note: The option, Allow sequential task performers to reject to previous

performer, is not supported in Documentum Workflow Designer 21.2
release.

For details about the delegation and extension options, see “Defining activity
delegation and extension” on page 17.

7. Click another tab on the Activity properties dialog box to save the changes and
proceed or click OK to save the changes and close the Activity properties dialog
box.

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 5.1. Selecting performers

5.1.1 Configuring performers for a manual activity

To choose Workflow Supervisor as performer for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select Workflow Supervisor.
For more information about Workflow Supervisor as task performer, see
“Performer tab” on page 33.
3. Click Add. The Workflow Supervisor is added to the Performers list.

To choose Repositoy owner as performer for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select Repository Owner.
For more information about Repository Owner as task performer, see
“Performer tab” on page 33.
3. Click Add. The Repository Owner is added to the Performers list.

To choose Performer From Last Activity as performer for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select Performer From Last Activity.
For more information about Performer From Last Activity as task performer,
see “Performer tab” on page 33.
3. From the Activity list, select an activity.
4. From the Select User list, select a performer.
5. Click Add. The Repository Owner is added to the Performers list.

To choose Previous Activity Performer to Choose at Runtime as performer for

the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select Previous Activity Performer to Choose at Runtime.

Note: This option is enabled only if no other performer is configured for

the task. To use this option, you must delete all the existing performers for
the task.

For more information about Previous Activity Performer to Choose at Runtime

as task performer, see “Performer tab” on page 33.

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3. From the Activity list, select an activity.

4. From the Select User type list, select one of the following options:

• Any User
• Any Group
• Specific Group > Select a Group.
• Group from Alias Set > Select an Alias Set > Select an Alias of type Group.

5. Click Add. The selected performer is added to the Performers list.

To choose a performer from a Specific Group for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select Specific Group.
For more information about Specific Group as task performer, see “Performer
tab” on page 33.

3. From the Select the user parameter that will contain the performer search list,
select a group. You can also search or filter the groups using the search field.

4. Click Add. The selected performer is added to the Performers list.

To choose a performer from a Group from Alias Set for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box from the Select a performer who will work
on a task list, select Group from Alias Set.
For more information about Group from Alias Set as task performer, see
“Performer tab” on page 33.

3. From the Select Alias Set search list, select an alias set. If you have already
configured a default alias set, it is displayed as the first entry in the search list.
You can also search or filter the alias sets using the search field.

4. From the Select Alias search list, select an alias of group type.

5. Click Add. The selected alias is added to the Performers list with the alias_
set.alias_of_type_group naming convention.

To choose a User from Alias Set performer for the manual activity:

1. On the Performer tab, click Add Performer.

2. In the Add Performer dialog box, from the Select a performer who will work
on a task list, select User from Alias Set.
For more information about User from Alias Set as task performer, see
“Performer tab” on page 33.

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 5.1. Selecting performers

3. From the Select Alias Set search list, select an alias set. If you have already
configured a default alias set, it is displayed as the first entry in the search list.
You can also search or filter the alias sets using the search field.
4. From the Select Alias search list, select an alias of user type.
5. Click Add. The selected alias is added to the Performers list with the alias_
set.alias_of_type_user naming convention.

5.1.2 Configuring a performer for an auto activity

The performer for automatic activities must resolve to single user. This requirement
limits your options for automatic activities to the following user categories:

• Workflow Supervisor (the workflow initiator by default)

• Repository Owner
• Performer from last activity

Note: If Repository Owner or Performer from last activity is selected as the

performer, the user requires SUPERUSER privileges to install the process.

To choose the user whose security access is used for an automatic activity:

1. Open Activity Properties dialog box and navigate to the Performer tab, choose
one of the following performers from the Select a performer who will work on
a task list:

• Workflow supervisor
The automatic activity uses the permissions of the workflow supervisor,
which by default is the user who starts the workflow.
• Repository owner
The automatic activity uses the permissions of the repository owner.
• Performer from Last Activity
The automatic activity uses the permissions of the user who performed the
previous activity in the workflow.
2. Select an action from the Execute this method automatically.
3. Specify the activity time-out inerval in the Timeout (sec) field.
4. (Optional) Select the Enable troubleshooting logging option to enable logging.
5. (Optional) Under the Exception handling section, select the Retry on timeout or
exception option if you want to rerun the activity after a timeout or an
exception.

• Specify the number of attempts in the Maximum tries field.

• Specify the interval after which the activity is rerun after an exception occurs
in the Interval (min) field.

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Chapter 5 Configuring an activity in workflow

• Select an option from the On failure list to specify the action to take when an
activity fails. The three options available are:

– Continue

– Terminate Process

– Halt Process

6. Click another tab in the Activity Properties dialog box to save the changes and
proceed or click OK to save the changes and close the Activity Properties
dialog box.

5.1.3 Deleting a performer

1. Open the task properties dialog box and navigate to the Performer tab.

2. From the Performers list, select a performer and click the Delete icon
corresponding to the performer to delete it.
The performer is deleted and removed from the Performers list.

5.1.4 Reordering performers in the Performers list

1. Open the task properties dialog box and navigate to the Performer tab.

2. From the Performers list, select a performer and drag it upwards or downwards
to reorder the performer as required.

3. Click OK to close the task properties dialog box.

5.2 Setting activity definitions

You can use the Task tab in the Activity Properties dialog box to set the priority of
an activity and to provide instructions for the performers of manual activities.

To set activity options:

1. In the Activity Properties dialog box, select the Task tab.

2. Enter a description of the activity in the Subject text-field.

3. Enter instructions you want to include for the performer of the activity in the
Instructions field.

4. Select a priority level from the Priority drop-down list.

The priority value designates the execution priority of an activity. For more
information, see “Activity priority” on page 18.

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 5.3. Configuring activity triggers

5.3 Configuring activity triggers

A trigger is a signal that initiates change in the status of an activity. Use the Trigger
tab to describe the conditions that trigger the activity and send the package to the
performer's Inbox.

If the activity has more than one incoming flow, you can specify the number of the
previous activities that must complete before this activity starts. For example, if an
activity has three input ports, you may decide that the activity can start when two of
the three activities have accepted packages.

For more information about activity triggers, see “Trigger conditions” on page 19.

Managing activity trigger:

1. In the Activity properties dialog box, select the Trigger tab.

2. Specify the number of incoming flows that must be completed before this
activity starts.

• To start this activity only when all preceding activities are complete, select
the All input flows are selected option.
• To start this activity when some number of its preceding activities are
complete, select the The number of input flows selected option and enter
the number of preceding activities that must be complete before the activity
runs in the corresponding text-field.

When an activity has only one input flow, these options are not different.

3. To ensure a specific event occurs before the selected activity is run, select the
And when the event signal arrives check box and enter an event name in the
adjacent text box.
The event can be a system-defined event, such as dm_checkin, or you can make
up an event name, such as promoted or released. OpenText Documentum Server
Fundamentals Guide provide more details about defining and queuing events
using the Documentum API.

4. To enable an activity to run more than once in the same workflow, select check
the This activity can run more than once in a workflow check box.
By default, all the activities are defined as repeatable activities. Activities with
multiple performers performing sequentially cannot be repeatable. If you use an
activity multiple times in a workflow, you must structure the workflow so that
only one instance of the activity is active at any time. The server cannot start an
activity if a previous activity based on the same definition is still running.

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Chapter 5 Configuring an activity in workflow

5.4 Configuring notifications

Documentum Workflow Designer supports two kinds of notification timers for
activities:

• A pre-timer that alerts the workflow supervisor if an activity has not started
within a designated number of hours after the workflow starts.
• A post-timer that alerts the workflow supervisor if an activity has not completed
within a designated number of hours after the activity starts.

The task of checking the warning timers and sending the notices to the workflow
supervisor is performed by the dm_WfmsTimer system administration job in DA.
The dm_WfmsTimer job is installed with the system administration tool suite. It is
not installed in the active state. If you intend to use warning timers in workflows,
make sure that your system administrator activates this job. When it is active, it runs
by default once an hour.

To specify when the workflow supervisor is notified:

1. Navigate to the Notification tab.

2. To notify a supervisor when a task fails to start after a specific number of days
or hours, select the The activity does not trigger within check box, and enter
the number of days, hours, or minutes from the drop-down field.

3. To notify a supervisor when a task is incomplete after a specific number of days

or hours, select the The activity's work is not finished check box, and enter the
number of days, hours, or minutes from the drop-down field.

4. Click another tab on the Activity properties to save the changes and proceed or
click OK to save your updates and close the Activity properties dialog box.

5.5 Configuring activity transition rules

Transition rules determine the next activity in the workflow. When an activity has
multiple outgoing flows, you can configure to send the package to all the following
activities, or only to some of the following activities depending on the outcome of
the activity. For example, you might give a performer who reviews the design of a
new form the choice of forwarding the design to the next reviewer or to send it back
to the designer for revision. You set up this branching logic by creating flows from
this activity to the two possible following activities, then allowing the performer to
choose one path to follow.

If an activity has only one outgoing flow, there is no need to set a transition
condition. The Transition tab is grayed out with the Select all connected activities
option selected.

For more information about transitions, see “Understanding activity transitions”

on page 20.

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 5.5. Configuring activity transition rules

To define the transition action:

1. Naviate to the Transition tab.

2. Specify the action when this activity is completed using the When this activity
completes drop-down list:

• To send packages to all following activities connected to this one (including

any reject flows), choose Select all connected activities.
• To enable the performer to select the next activity, choose Let performer
select the next activities.
• To route packages to different activities based on a set of conditions, choose
Select next activities based on conditions.

Note: The Select next activities based on conditions option is available

only for a manual activity.

If you select the third option, skip to step 4 in this procedure.

3. If the activity is performed by multiple performers that is, if the performer

category is All users in group or Some users in a group, specify the number of
performers that must complete the task:

• If you require all the performers to complete the task, select the All
performers complete the task option.
• If you require To complete the activity when a certain number of performers
complete the task, select the [ ] performers complete the task option and
enter the required number of performers in the adjacent text. If the number
you enter is greater than the number of performers who receive work items
for this activity at runtime, the server completes the activity when all
performers complete the task.

4. Specify the conditions that the server uses to determine the activities that
receive the packages.
See “Creating transition conditions” on page 58 for information about creating
transition conditions.

5. Click another tab on the Activity properties dialog box to save the changes and
proceed or click OK to save your updates.

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Chapter 5 Configuring an activity in workflow

5.5.1 Creating transition conditions

When you choose the Select next activities based on conditions option, a table
appears showing the defined transition conditions. Follow this procedure to add
transition conditions for automatically choosing the next activities in the workflow.
For more information about transition conditions, see “Understanding activity
transitions” on page 20.

To create a transition condition:

1. Click Tansitions tab to create a transition.

2. From the When this activity completes list, select Select next activities based on
the conditions.
3. Click the Edit icon for If condition. The Edit Rule dialog box appears.
4. Click the ellipsis button to open the Select context data dialog box. Define the If
condition using the Context Data tab or Functions tab.

Notes

• While creating or editing an If condition, you can use only the pre-
defined functions that are listed under the Functions tab. If a user-
defined function is used, the following error message is displayed.
Expression is invalid. Unsupported function name ...

• While creating or editing an If condition, you can use only the following
pre-defined Process Instance and Task:

– Process Instance

○ Created By
○ Created On
○ Process ID
○ Process Instance ID
○ Process Instance Name
○ Process Name
– Task

○ Activity ID
○ Activity Name
○ Created On
○ Performer
○ Priority
○ Task ID

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 5.6. Changing display settings

○ Task Name
○ Task State
5. To create a transition condition using the context data, on the Context Data tab,
select an attribute from the Process Instance or Task list and click Ok.

Note: Use the Add Condition (+) icon to add another condition.

6. When all of the specific transition conditions are defined, select the activities to
which packages are routed if none of the conditions are met.

a. Select the else row and click the Edit icon.

b. In the Edit Rule dialog box, select an attribute from the Process Instance or
Task list.
c. Click Ok.
7. Change the order of the conditions if necessary.
The server evaluates transition conditions in the order they appear in the table,
and routes the packages based on the first condition that evaluates to TRUE. To
change the position of a condition in the table, use the ellipsis button for a
condition and drag it to required position..

5.6 Changing display settings

The options on the Display tab control how the activity appears in the visual display
of the workflow process.

To change the display settings for an activity:

1. In the Activity properties dialog box, select the Display tab.

2. Set the font and size used to label the activity in the process.

a. Select a font from the Font list.

b. Select a point size from the Point Size drop-down list.

5.7 Auto Sync

The auto sync feature checks the repository for updates in custom object types, Alias
sets, and Groups that are configured in processes as packages and performers. If a
custom object type, Alias set, or a Group is updated or deleted using other clients
such as DA or Composer, the Auto Sync feature synchronizes the corresponding
processes for the impact and reports either an error or warning for the inconsistency
in the Workflow Designer.

Auto Sync runs as a Documentum job named, WebdesignerSyncJob, in

Documentum Administrator (DA). Each process in Workflow Designer has atleast a
custom object type, Alias set, or a Group from the repository. If they are changed in
the repository, two new icons are displayed for the impacted process in the process

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Chapter 5 Configuring an activity in workflow

navigation area of the Workflow Designer. For more information about these icons,
see the “Process list” on page 25 section. You can configure the frequency of auto
sync job, by default the auto sync job is run once every day.

Note: We recommend you to configure the auto sync job to run every hour or
10 minutes in development and testing phase.

Auto sync feature raises a flag for the following events in the repository:

• Delete custom type

• Delete aliases
• Delete Alias set
• Delete group
• Delete attribute of custom type

Notes

• Add Documentum repository owner user to documentum_workflow_

designer role from DA for auto sync to run seamlessly.

• If a group is deleted and then another group is created with the same name
as the deleted group, Auto Sync flags an error.
• If an object type, alias set, or a group is deleted from the repository and
added again in the repository, you must manually re-adopt these instance:

– Select the object type again as type for the package.

– Select the alias set as the Default Alias Set or configure in the Performer
settings as applicable.
– Select the group again in the Performer settings.
• Any change to a type may take 2-3 minutes to reflect in the repository.

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Chapter 6
Defining and managing flows

The flow lines that connect the activities in a workflow represent the flow of the
document or object that the workflow routes. Flows enable the movement of
packages, their properties, and dependencies between the connected activities. See
“Workflow processes and objects” on page 12 for a description of flows. After you
have added a flow to the process, you configure it using the Flow Inspector. To open
the Flow Inspector dialog box, double-click the flow.

The Flow Inspector dialog box provides fields to control how the flow appears in the
visual display of the workflow process. For more information, see “Configuring
flows” on page 62.

The name of the flow you are configuring appears in the text box at the top of the
Flow Inspector. If more than one flow is selected, arrow buttons appear on either
side of the text box, enabling you to scroll through the selected flows. The settings
you make apply to the flow whose name appears in the box, unless you select the
Apply to all selected option.

When multiple flows are selected, each tab in the Flow Inspector displays one or
more check boxes labeled Apply to all selected. When you select this option,
Documentum Workflow Designer applies the associated settings that is, those
settings that appear to the right of the check box to all selected flows, not just the one
whose name appears in the text box at the top. For example, you can select multiple
flow and choose the same packages for all of them at once. Any settings for which
the check box is not selected apply only to the current flow.

6.1 Creating flows

You can connect activities using one of the three Create Flow icons in the
Documentum Workflow Designer toolbar:

• To connect activities in a forward movement of data, click either the Single flow
icon or the Multisegment flow icon. The difference between the two is visual: one
draws a straight line to represent the flow between activities, the other draws a
line consisting of multiple segments.
• To connect activities in a backward movement of data, click the Reject flow icon .
Reject flows represent the path taken when the user of an activity rejects the
object being processed.

See “Workflow processes and objects” on page 12 for a description of the types of
flows.

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6.2 Configuring flows

You can use the Flow inspector to configure how a flow appears in the workflow
process.

To change the display settings for a flow:

1. Double-click a flow to open the Flow Inspector.

2. Set the font and font size specification for the package names routed over the
flow.

a. Select a font from the Font list.

b. Select a font size from the Point Size drop-down list.

Note: These settings are relevant only if you select to display the package
names or custom information in the next step.

3. Select the Show label check box if you want to display the package name or
custom information for a flow.

• Select the Show visible packages at destination activity option to display

the name of the package that are routed across the flow.
• Select the Custom label to display a custom information that is specified in
the corresponding field.

4. Click Ok to save the changes and close the Flow inspector dialog box.

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Chapter 7

Building expressions

7.1 Tasks
7.1.1 Building an expression using the selector
The selector restricts the data available to build an expression to the context you
select.

1. Click Select.

2. To use context data in the expression:

a. Click Context Data.

b. Select the data context. For example, select a business object.

c. Select a data item for the context. For example, select a business object
attribute.

d. Click OK.

3. To use a function in the expression:

a. Click Functions.

b. Select a function category. For example, select String.

c. Select a function.

7.1.2 Migrating expressions

While migrating an application to the latest WorkFlow Designer, the expressions
have the following changes:

• The Initial Value label is renamed as Value.

• When an application with Initial Value expression is migrated, the expression is

moved to Set Value subscription on the trigger of On Page Load or On
Fragment Load event.

• When there is any existing Set Value subscription without any event trigger, the
subscription is moved to the Value expression.

• When there are multiple Set Value subscriptions without any event trigger, then
one of those subscriptions is moved to the Value expression.

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7.2 Concepts
7.2.1 Expressions
You can build expressions that the system evaluates at runtime to compare and set
application data. An expression can include hard-coded literals and data from the
context in which you build the expression. The expression evaluates to a type that is
consistent with how you are using the expression. For example, use a Boolean
expression to return a value for a condition.

The following table describes a situation where you can build expressions:

Situation Description
Defining a condition for selecting next Returns a boolean value that will be used to
activity determine the next activity to run.

Consider these best practices when you build an expression:

• If a long expression wraps to the next line in the expression editor, the expression
editor might indicate an error by underlining the part of the expression in red
even if the expression is valid. To clear the line, use the divider next to the
Artifact navigator to expand the width of the expression editor so the expression
does not wrap to the next line.
• Use curly brackets to include a multivalue attribute in the expression. For
example:
{1,2,3,4,5}
You can use operators, functions, and context data inside the brackets.
• To include a particular element of a multivalue attribute in an expression, use
square brackets to extract the element from the attribute. In the expression
customer.keywords[0] = = 'VIP', customer is the business object, keywords is
an attribute of the business object, and [0] is the element. The system treats the
attribute and element as a single value when evaluating the expression.
• Use single quotation marks for string literals. For example:
'dog'

• Use parentheses to group data and set precedence. For example:

(5 + 3) * 4

• While comparing float values in an expression, use the round(float value,

precision) function to round off float values to a precise decimal point.

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 7.2. Concepts

7.2.2 Operators
The expression editor supports the operators listed in the following table:

Type Operator
Math +
-
/
*
Comparison >
>=
<
<=
==
!=
Boolean logic AND
OR
NOT

You can use the + operator to concatenate string, float, and integer data types in
expressions. The expression editor concatenates data types as follows:

• string + string = string

• float + float = float

• integer + integer = integer

• string + integer = string

• string + float = string

• float + integer = float

7.2.3 Functions
WorkFlow Designer has built-in functions that you can use in expressions. Java-
based functions are evaluated in a server context.

The related topics define each of the functions available through WorkFlow
Designer and indicate in which context they are available.

Functions can contain variable numbers of arguments.

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Chapter 7 Building expressions

7.2.4 Date functions

The date functions execute in the server context using the time zones of the Java
Virtual Machine (JVM) in which they run. The system evaluates expressions in the
context of the server or the browser. You should set your application servers to the
same time zone as each other and the client machines. If your end users are
geographically distributed, use the UTC-based functions when creating dates.

Function Description Example Runs in

the
server
side
context
addDays(DateTime Returns the DateTime produced Assume now() Yes
<date>, Integer after adding the number of days returns the DateTime
<days>) : DateTime specified by <days> to <date>. representation of
January 30, 2012
The argument <days> can be a 11:56:57 PM.
negative number which
indicates subtraction. addDays(now( ), -10)
returns the DateTime
representation of
January 20, 2012
11:56:57 PM
addHours(DateTime Returns the DateTime produced Assume now() Yes
<date>, Integer after adding the number of returns the DateTime
<hours>) : DateTime hours specified by <hours> to representation of
<date>. January 30, 2012
11:56:57 PM.
The argument <hours> can be a
negative number which addHours(now(), 3)
indicates subtraction. returns the DateTime
representation of
January 31, 2012
2:56:57 AM
addMinutes(DateTim Returns the DateTime produced Assume now() Yes
e <date>, Integer after adding the number of returns the DateTime
<minutes>) : minutes specified by <minutes> representation of
DateTime to <date>. January 31, 2012
12:02:23 AM.
The argument <minutes> can be
a negative number which addMinutes(now(),
indicates subtraction. 30) returns the
DateTime
representation of
January 31, 2012
12:32:23 AM

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 7.2. Concepts

Function Description Example Runs in

the
server
side
context
addSeconds(DateTim Returns the DateTime produced Assume now() Yes
e <date>, Integer after adding the number of returns the DateTime
<seconds>) : DateTime seconds specified by <seconds> to representation of
<date>. January 31, 2012
12:03:18 AM.
The argument <seconds> can be a
negative number which addSeconds(now(),
indicates subtraction. 22) returns the
DateTime
representation of
January 31, 2012
12:03:40 AM
createDate(Integer Returns the DateTime createDate(2012,1,31) Yes
<year>, Integer representation specified by returns the DateTime
<month>, Integer <year>, <month>, <day>. representation of
<day>) : DateTime January 31, 2012 with
the time set to the
current time

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Chapter 7 Building expressions

Function Description Example Runs in

the
server
side
context
createDateTime(Integ Returns the DateTime createDateTime(2012, Yes
er <year>, Integer representation specified by 1,31,11,13,45) returns
<month>, Integer <year>, <month>, <day>, <hour>, the DateTime
<day>, Integer <hour>, <minute>, and <seconds>. The representation of
Integer <minute>, system returns a date based on January 31, 2012
Integer <seconds>) : the timezone of the Java Virtual 11:13:45 AM
DateTime Machine (JVM) evaluating the
expression.

Type the hour parameter in 24-

hour format.

Note: The time is set using

the timezone of the Java
Virtual Machine (JVM)
doing the evaluation. In
the context of an
application, the JVM is
either on the application
server where the
application is running, or
on the Java Method
Server. It is recommended
to have both of these JVMs
on the same timezone and
in line with the timezone
of the end users. If your
end users are
geographically
distributed, it may be
better to use the
createDateUTC function.
createDateUTC(Integ Returns the DateTime createDateUTC(2012, Yes
er <year>, Integer representation specified by 1,31,11,13,45) returns
<month>, Integer <year>, <month>, <day>, <hour>, the DateTime
<day>, Integer <hour>, <minute>, and <secs> using representation of
Integer <minute>, Universal Time, Coordinated January 31, 2012
Integer <secs>) : (UTC). 11:13:45 AM in UTC
DateTime
Type the <hour> parameter in 24-
hour format.

Note: This function was

introduced to avoid the
problems associated with
creating a date without
knowing the timezone in
which it is being created.

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 7.2. Concepts

Function Description Example Runs in

the
server
side
context
differenceDays An integer representing the January 31, 2012 Yes
number of days between <date1> 11:13:45 AM -
(DateTime <date1>, and <date2>. February 1, 2012
DateTime <date2>) : 7:28:29 PM
Integer This operation is like subtraction
between two dates. If <date2> is differenceDays(create
later than <date1>, the result will Date(2012,1,31,11,13,4
be negative. The result is 5),createDate(2012,2,1
converted to days and rounded ,19,28,29))
to the nearest whole number. returns -1

February 1, 2012
7:28:29 PM - January
31, 2012 11:13:45 AM

differenceDays(create
Date(2012,2,1,19,28,29
),createDate(2012,1,31
,11,13,45))
returns 1

January 31, 2012

12:00:00 AM - January
31 2012 11:59:59 PM

differenceDays(create
Date(2012,1,31,0,00,00
),createDate(2012,1,31
,23,59,59))
returns 0

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Chapter 7 Building expressions

Function Description Example Runs in

the
server
side
context
differenceSeconds Returns an integer representing January 31, 2012 Yes
the number of seconds between 11:13:45 AM -
(DateTime <date1>, <date1> and <date2>. February 1, 2012
DateTime <date2>) : 9:28:29 AM
Integer The operation is like subtraction
between dates. If <date2> is later differenceSeconds(cre
than <date1>, the result will be ateDate(2012,1,31,11,1
negative. The result is converted 3,45),createDate(2012,
to seconds and rounded to the 2,1,9,28,29))
nearest whole number.
returns -80084
Note: The Integer data
February 1, 2012
type can hold a minimum
9:28:29 AM - January
value of -2147483648 and a
31, 2012 11:13:45 AM
maximum value of
2147483647, so it is differenceSeconds(cre
possible for an error to ateDate(2012,2,1,9,28,
occur if the two dates used 29),createDate(2012,1,
are more than 68 years 31,11,13,45))
apart.
returns 80084

January 31, 2012

12:00:00 AM - January
31 2012 11:59:59 PM

differenceSeconds(cre
ateDate(2012,1,31,0,00
,
00),createDate(2012,1,
31,23,59,59))

returns -86399
getDay(DateTime Returns the integer value of the employee.hire_date = Yes
<date>) : Integer day of the month (1-31) used in January 30, 2012
<date>. 8:05:23 AM (or rather
the DateTime
representation of
January 30, 2012)

getDay(employee.hire
_date) returns 30

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 7.2. Concepts

Function Description Example Runs in

the
server
side
context
getHour(DateTime Returns the integer value of the employee.hire_date = Yes
<date>) : Integer hour in 12 hour notation (1–12) January 30, 2012
used in <date>. 8:05:23 AM (or rather
the DateTime
representation of
January 30, 2012)

getHour(employee.hi
re_date) returns 8
getMinute(DateTime Returns the integer value of the employee.hire_date = Yes
<date>): Integer minute (0-59) used in <date>. January 30, 2012
8:05:23 AM (or rather
the DateTime
representation of
January 30, 2012)

getMinute(employee.
hire_date) returns 5
getMonth(DateTime Returns the integer value of the employee.hire_date = Yes
<date>): Integer month (1–12) used in <date> January 30, 2012
8:05:23 AM (or rather
the DateTime
representation of
January 30, 2012)

getMonth(employee.h
ire_date) returns 1
getUserTimeZone(): Returns the user time zone. getUserTimeZone() No
String returns GMT
getYear(DateTime Returns the integer value of the employee.hire_date = Yes
<date>): Integer year used in <date>. January 30, 2012
8:05:23 AM (or rather
the DateTime
representation of
January 30, 2012)

getYear(employee.hir
e_date) returns 2012

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Chapter 7 Building expressions

Function Description Example Runs in

the
server
side
context
now() : DateTime Returns the DateTime Assume now() Yes
representation of the current returns the DateTime
date and current time. representation of
January 31, 2012
12:03:18 AM

now() returns the

DateTime
representation of
January 31, 2012
12:03:18 AM
stringToDate(String Returns the DateTime stringToDate('01/31/2 Yes
<dateValue>, String representation specified by 012','MM/dd/yyyy')
<format>) : DateTime <dateValue> which is encoded in returns the DateTime
the date format specified by representation of
<format>. January 31, 2012
12:00:00 AM (with the
This function only supports date timezone of the JVM)
text in the locale of the Java
Virtual Machine (JVM).

The <format> can be specified

using the same rules as the Java
SimpleDateFormat class. See the
standard JavaDocs available
from Oracle for examples.

The timezone is based on the

timezone of the JVM doing the
evaluation.

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 7.2. Concepts

Function Description Example Runs in

the
server
side
context
stringToDate(String Returns the DateTime stringToDate('08/19/2 Yes
<dateValue>) : representation specified by 012' 16:29 01:00'c')
DateTime <dateValue> encoded in the <c returns the DateTime
ISO 8601> date format. representation as
2012-08-19T16:20+01:0
Note: If unspecified, the 0.
month / day defaults to
the current month / day,
the time defaults to
midnight, while the
timezone defaults to the
browser's timezone. If a
time is specified, it must
include both hours and
minutes. The
“T”delimiter, seconds,
milliseconds and timezone
are optional.

The decimal fraction of a

second, if specified, must
contain at least 1 digit
(there is no limit to the
maximum number of
digits allowed), and may
be delimited by either a '.'
or a ',' .
stringToDateUTC(Str Returns the DateTime stringToDateUTC('01/ Yes
ing <dateValue>, representation specified by 31/2012','MM/dd/
String <format>) : <dateValue> which is encoded in yyyy') returns the
DateTime the date format specified by DateTime
<format>, using Universal Time, representation of
Coordinated (UTC). January 31, 2012
12:00:00 AM (with the
The <format> can be specified timezone of UTC)
using the same rules as the Java
SimpleDateFormat class. See the
standard JavaDocs available
from Oracle for examples.

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Chapter 7 Building expressions

Function Description Example Runs in

the
server
side
context
todayUTC() : Returns the DateTime Assume it is January Yes
DateTime representation of the current 31, 2012
date with the time portion set to
midnight (00:00:00) using todayUTC( )
Universal Time, Coordinated
(UTC) as the timezone. returns the DateTime
representation of
January 31, 2012
12:00:00 AM (with the
timezone of UTC)
isValidDateTime Validates whether the date and Assume it is Yes
(Date <widget ID>) time value entered in the Date- 03/15/2014 11:00:00
time input widget is valid. AM

isValidDateTime ()

validates the
DateTime
representation of
3/15/2014 11:00:00
AM and returns the
True value for the
correct format.
toLocaleDateString Returns the localized string var date = new No
(DateTime date, representation of the date. Date(Date.UTC(2012,
String locale) : String 11, 20, 3, 0, 0));

// British English uses

date in the day-
month-year format

toLocaleDateString(d
ate,'en-GB') returns
“20/12/2012”

// US English uses
date in the month-
day-year format

toLocaleDateString(d
ate, 'en-US') returns
“12/20/2012”

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 7.2. Concepts

Function Description Example Runs in

the
server
side
context
toLocaleTimeString Returns the localized string var date = new No
(DateTime date, representation of the time. Date(Date.UTC(2012,
String locale) : String 11, 20, 3, 0, 0));

// British English uses

24-hour time without
AM/PM

toLocaleTimeString(d
ate,'en-GB') returns
“03:00:00”
// US English uses 12-
hour time with AM/
PM

toLocaleTimeString(d
ate, 'en-US') returns
“7:00:00 PM”
toLocaleString Returns the localized string var date = new No
(DateTime date, representation of the date and Date(Date.UTC(2012,
String locale) : String time. 11, 20, 3, 0, 0));

toLocaleString(date,'e
n-GB') returns
“20/12/2012 03:00:00”

toLocaleString(date,
'en-US') returns
“12/19/2012, 7:00:00
PM”

7.2.5 List functions

A list (represented by the square brace notation [ ] in the data type) is an array-like
representation of repeating attributes. In other words, any repeating attribute can be
used where a list would be accepted. In addition, the list could be passed in with the
curly brace notation { } as in the examples. The first index position is 0, not 1. The use
of Any in the function signature and return values means that any data type can be
passed in (string, boolean, datetime, float, integer), but the input parameters must be
of the same type or an error is returned at runtime.

The return value will be of the same type as the input parameters.

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Chapter 7 Building expressions

Function Description Example Runs

in the
server
side
conte
xt
add(Any[ ] <list1>, The list produced by inserting add({ 'Peter', 'Paul'}, Yes
Any[ ] <list2>, Integer <list2> into <list1> after the position {'Mary', 'Jane'}, 1)
index) : Any[ ] specified by <index>.
returns {'Peter',
'Mary', 'Jane', 'Paul'}
add(Any[ ] <list>, The list produced by inserting add({ 'Peter', 'Paul'}, Yes
Any <newValue>, <newValue> into <list1> after the 'Mary', 1)
<Integer index>) : Any position specified by <index>
[] returns {'Peter',
'Mary', 'Paul'}
add(Any[ ] <list1>, The list produced by appending add({ 'Peter', 'Paul'}, Yes
Any[ ] <list2>) : <list2> to the end of <list1>. {'Mary', 'Jane'})
Any[ ]
returns {'Peter', 'Paul',
'Mary', 'Jane'}
add(Any[ ] <list>, The list produced by appending <t> add({ 'Peter', 'Paul'}, Yes
Any <t>) : Any[ ] to the end of <list1>. 'Mary')

returns {'Peter', 'Paul',

'Mary'}
compare(Any[ ] Compares two lists and returns compare({ 'Peter', Yes
<list1>, Any[ ] <list2>, TRUE if <list1> and <list2> have the 'Mary', 'Paul'}, {'Paul',
<Boolean strict>) : same values in the list. If <strict> is 'Mary', 'Peter'},
Boolean set to TRUE, then the order of the FALSE)
elements is considered; if <strict> is
set to FALSE then the order of the returns TRUE
elements in not considered.
and

compare({ 'Peter',
'Mary', 'Paul'}, {'Paul',
'Mary', 'Peter'},
TRUE)

returns FALSE

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 7.2. Concepts

Function Description Example Runs

in the
server
side
conte
xt
contains(Any[ ] <list>, Compares <object> to each item in contains({ 'Peter', Yes
Any <object>) : <list> and returns the index position 'Mary', 'Paul'}, 'Paul')
Integer of the first match. If no match is
found, -1 is returned. returns 2

and

contains({ 'Peter',
'Mary', 'Paul'}, 'Jane')

This example returns

-1
remove(Any [ ] Removes items from <list> remove({ 'Peter', Yes
<list><>, Integer beginning with the position 'Paul', 'Mary', 'Jane'},
<startIndex>, Integer <startIndex> and ending with the 0, 1})
<endIndex>) : Any [ ] position <endIndex> , inclusively. If
<startIndex> is the same as This example returns
<endIndex> then only one item will {'Mary', 'Jane'}
be removed (the one specified by
<startIndex/endIndex>).
size(Any[ ] <list>) : The number of items in <list> as an size({ 'Peter', 'Paul', Yes
Integer integer. 'Mary'})

This example returns

3
allEquals(Any[] Compares <value> to each item in allEquals Yes
<list>, Any <value>) : the <list> and returns TRUE if all the (Arrays.asList(new
Boolean values in the list are equal to <value> String[]{“pen”,
and otherwise returns FALSE. “pen”}), “pen”)

The allEquals function returns a This example returns

Boolean result. TRUE.
allGreaterThan(Any[] Compares <value> to each item in allGreaterThan(Array Yes
<list>, Any <value>) : the <list> and returns TRUE if all the s.asList(new Float[]
Boolean values in the list are greater than {3.2F, 3.2F}), 1.1F)
<value> and otherwise returns
FALSE. This example returns
TRUE.
The allEquals function returns a
Boolean result.

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Chapter 7 Building expressions

Function Description Example Runs

in the
server
side
conte
xt
allGreaterThanEqual Compares <value> to each item in allGreaterThanEqual Yes
s(Any[] <list>, Any the <list> and returns TRUE if all the s(Arrays.asList(new
<value>) : Boolean values in the list are greater than or Float[]{3.2F, 3.2F}),
equal to <value> and otherwise 3.3F)
returns FALSE.
This example returns
The allGreaterThanEquals function FALSE.
returns a Boolean result.
allLesserThan(Any[] Compares <value> to each item in allLesserThan(Arrays Yes
<list>, Any <value>) : the <list> and returns TRUE if all the .asList(new Float[]
Boolean values in the list are lesser than {3.2F, 3.2F}), 3.3F)
<value> and otherwise returns
FALSE. This example returns
TRUE.
The allLesserThan function returns a
Boolean result.
allLesserThanEquals( Compares <value> to each item in allLesserThanEquals Yes
Any[] <list>, Any the <list> and returns TRUE if all the (Arrays.asList(new
<value>) : Boolean values in the list are lesser than or Float[]{3.2F, 3.2F}),
equal to <value> and otherwise 3.3F)
returns FALSE.
This example returns
The allLesserThanEquals function TRUE.
returns a Boolean result.
allNotEquals(Any[] Compares <value> to each item in allNotEquals Yes
<list>, Any <value>) : the <list> and returns TRUE if none (Arrays.asList(new
Boolean of the values in the list is equal to Integer[]{1, 1}), 2)
the <value> and otherwise returns
FALSE. This example returns
TRUE.
The allNotEquals function returns a
Boolean result.
anyGreaterThan(An Compares <value> to each item in anyGreaterThan Yes
y[] <list>, Any the <list> and returns TRUE if any (Arrays.asList(new
<value>) : Boolean value in the list is greater than Float[]{3.2F, 3.2F}),
<value> and otherwise returns 1.1F)
FALSE.
This example returns
The anyGreaterThan function FALSE.
returns a Boolean result.

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 7.2. Concepts

Function Description Example Runs

in the
server
side
conte
xt
anyGreaterThanEqua Compares <value> to each item in anyGreaterThanEqua Yes
ls(Any[] <list>, Any the <list> and returns TRUE if any ls (Arrays.asList(new
<value>) : Boolean value in the list is greater than or Float[]{3.2F, 3.2F}),
equal to <value> and otherwise 3.2F)
returns FALSE.
This example returns
The anyGreaterThanEquals function TRUE.
returns a Boolean result.
anyLesserThan(Any[] Compares <value> to each item in anyLesserThan(Arra Yes
<list>, Any <value>) : the <list> and returns TRUE if any ys.asList(new Float[]
Boolean value in the list is lesser than <value> {3.2F, 3.2F}), 3.1F)
and otherwise returns FALSE.
This example returns
The anyLesserThan function returns FALSE.
a Boolean result.
anyLesserThanEqual Compares <value> to each item in anyLesserThanEqual Yes
s(Any[] <list>, Any the <list> and returns TRUE if any s(Arrays.asList(new
<value>) : Boolean value in the list is lesser than or Float[]{3.2F, 3.2F}),
equal to <value> and otherwise 3.3F)
returns FALSE.
This example returns
The anyLesserThanEquals function TRUE.
returns a Boolean result.
lastEquals(Any[] Compares <value> to each item in lastEquals Yes
<list>, Any <value>) : the <list> and returns TRUE if the (Arrays.asList(new
Boolean last value in the list is equal to Integer[]{1, 1}), 1)
<value> and otherwise returns
FALSE. This example returns
TRUE.
The lastEquals function returns a
Boolean result.
lastGreaterThan(An Compares <value> to each item in lastGreaterThan Yes
y[] <list>, Any the <list> and returns TRUE if the (Arrays.asList(new
<value>) : Boolean last value in the list is greater than Float[]{3.2F, 3.5F}),
<value> and otherwise returns 1.1F)
FALSE.
This example returns
The lastGreaterThan function TRUE.
returns a Boolean result.

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Chapter 7 Building expressions

Function Description Example Runs

in the
server
side
conte
xt
lastGreaterThanEqua Compares <value> to each item in lastGreaterThanEqua Yes
ls(Any[] <list>, Any the <list> and returns TRUE if the ls (Arrays.asList(new
<value>) : Boolean last value in the list is greater than Float[]{3.2F, 3.1F}),
or equal to <value> and otherwise 3.2F)
returns FALSE.
This example returns
The lastGreaterThanEquals function FALSE.
returns a Boolean result.
lastLesserThan(Any[] Compares <value> to each item in lastLesserThan Yes
<list>, Any <value>) : the <list> and returns TRUE if the (Arrays.asList(new
Boolean last value in the list is lesser than Float[]{3.2F, 3.2F}),
<value> and otherwise returns 3.3F)
FALSE.
This example returns
The lastLesserThan function returns TRUE.
a Boolean result.
lastLesserThanEqual Compares <value> to each item in lastLesserThanEquals Yes
s(Any[] <list>, Any the <list> and returns TRUE if the (Arrays.asList(new
<value>) : Boolean last value in the list is lesser than or Float[]{3.2F, 3.2F}),
equal to <value> and otherwise 3.3F)
returns FALSE.
This example returns
The lastLesserThanEquals function TRUE.
returns a Boolean result.
lastNotEquals(Any[] Compares <value> to each item in lastNotEquals(Arrays Yes
<list>, Any <value>) : the <list> and returns TRUE if the .asList(new Integer[]
Boolean last value in the list is lesser than {1, 1}), 2)
<value>and otherwise returns
FALSE. This example returns
TRUE.
The lastNotEquals function returns a
Boolean result.

7.2.6 Conditional functions

A logical function is a control flow statement that executes certain expressions when
a particular condition is true.

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Function Description Example Runs in the server

side context
ifThenElse(Boolean Returns <result1> if ifThenElse(customer. Yes
<condition>, String <condition> is TRUE, net_worth >
<result1>, String and returns <result2> parameters.<namespa
<result2>) : String if <condition> is ce>.vip_net_worth_m
FALSE. inimum, 'Customer is
a VIP', 'Customer is
This ifThenElse not a VIP')
function is
specifically for This example returns
returning a String 'Customer is a VIP' if
result. customer.net_worth >
parameters.<namespa
ce>.vip_net_worth_m
inimum is TRUE.

or it returns
'Customer is not a
VIP' if
customer.net_worth >
parameters.<namespa
ce>.vip_net_worth_m
inimum is FALSE.
ifThenElse(Boolean Returns <result1> if ifThenElse Yes
<condition>, Boolean <condition> is TRUE, (customer.net_worth
<result1>, Boolean and returns <result2> >
<result2>) : Boolean if <condition> is parameters.<namespa
FALSE. ce>.vip_net_worth_m
inimum, TRUE,
This ifThenElse FALSE)
function is
specifically for This example returns
returning a Boolean TRUE if
result. customer.net_worth >
parameters.<namespa
ce>.vip_net_worth_m
inimum is TRUE.

or it returns FALSE if
customer.net_worth >
parameters.<namespa
ce>.vip_net_worth_m
inimumis FALSE.

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Function Description Example Runs in the server

side context
ifThenElse(Boolean Returns <result1> if In this example we Yes
<condition>, DateTime <condition> is TRUE, want to return the
<result1>, DateTime and returns <result2>date that the item
<result2>) : DateTime if <condition> is must have been
FALSE. purchased at the
earliest for the
This ifThenElse request to be valid. If
function is the customer is
specifically for requesting a cash
returning a DateTime refund then the
result. return policy
stipulates the
purchase date should
not be more than
seven days ago. So
we return the current
date and subtract
seven days. If the
customer just wants
an exchange or a
store credit, the date
threshold is today's
date minus 30 days.

ifThenElse(customer_
refund_request.refun
d_or_exchange ==
'Cash
Refund',addDays(no
w(), -7),
addDays(now(), -30))

This example returns

January 23, 2012
8:05:23 AM (or rather
the DateTime
representation of
January 23, 2012) if
(customer_refund_re
quest.refund_or_exch
ange == 'Cash
Refund',and the
current date-time
returned by now( ) is
January 30, 2012
8:05:23 AM.

or it returns
December 31, 2011
8:05:23 AM (or rather
the DateTime
representation of

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 7.2. Concepts

Function Description Example Runs in the server

side context
December 31,
2011)ifcustomer_refu
nd_request.refund_or
_exchange == 'Store
Credit'and the
current date-time
returned by now() is
January 30, 2012
8:05:23 AM.
ifThenElse(Boolean Returns <result1> if In this example we Yes
<condition>, Float <condition> is TRUE, demonstrate the use
<result1>, Float and returns <result2> of nested ifThenElse
<result2>) : Float if <condition> is statements. If the
FALSE. customer has a great
credit score, above
This ifThenElse 750, the bank will
function is qualify him for a loan
specifically for at a 3.5% interest rate.
returning a Float If the credit score is
result. between 700 and 749,
the bank will qualify
him for a 5.5%
interest rate,
otherwise the interest
rate will be 8.99%.

ifThenElse
(customer.credit_scor
e >= 750, 0.035,
ifThenElse(customer.
credit_score >= 700,
0.055, 0.0899))

This example returns

0.035 if
customer.credit_score
is greater than or
equal to 750.

or it returns 0.055 if
customer.credit_score
is greater than or
equal to 700 and less
than 750.

or it returns 0.0899 if
customer.credit_score
is less than 700.

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7.2.7 Math functions

The mathematical functions, also categorized as “math”functions in the browser
context, contain a set of functions that perform mathematical operations and some
functions that deal with type conversion involving integers and float numbers.

Function Description Example Runs in the server

side context
Browser Returns the absolute abs(-4.123) Yes
context:abs(Float value, or more
<num>) : Float precisely, the value returns 4.123
ignoring the sign of a
Server float number,
context:abs(Float <num>*.
<value>) : Float
Browser Returns the absolute abs(-4) Yes
context:abs(Integer value, or more
<num>) : Integer precisely, the value returns 4
ignoring the sign of
Server an integer number,
context:abs(Integer <num>*.
<value>) : Integer
Browser Returns the average arrayAverage({-100,1 Yes
context:arrayAverag of the numbers in the 2,14,4,-6,82})
e(Integer[ ] specified list of
<numAry>) : Float integers, <numAry>*. returns 1.0

Server A list, represented by

context:avgInt(Intege the square bracket
r[ ] <values>) : Float notation [ ] at the end
of the data type, is an
array-like
representation of
repeating attributes.
The input can come
from a repeating
attribute or a
hardcoded list. Lists
are written with a
curly bracket
notation
{value1,value2,...} as
in the example.

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Function Description Example Runs in the server

side context
Browser Returns the largest arrayMax({-100,12,14, Yes
context:arrayMax(Int number in the 4,-6,82})
eger [ ] <numAry>) : specified list,
Integer <numAry>*. returns 82

Server A list, represented by

context:max(Integer the square bracket
[ ] <values>) : Integer notation [ ] at the end
of the data type, is an
array-like
representation of
repeating attributes.
The input can come
from a repeating
attribute or a
hardcoded list. Lists
are written with a
curly bracket
notation
{value1,value2,...} as
in the example.
Browser Returns the the arrayMin({-100,12,14, Yes
context:arrayMin(Inte smallest of the 4,-6,82})
ger [ ] <numAry> : numbers in the
Integer specified list, returns -100
<numAry>*.
Server
context:min(Integer A list, represented by
[ ] <values> : Integer the square bracket
notation [ ] at the end
of the data type, is an
array-like
representation of
repeating attributes.
The input can come
from a repeating
attribute or a
hardcoded list. Lists
are written with a
curly brace notation
{value1,value2,...} as
in the example.

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Function Description Example Runs in the server

side context
Browser Returns the average average(4,9) Yes
context:average(Integ of the two integers,
er <num1>, Integer <num1>* and returns 6.5
<num2>) : Float <num2>*, specified as
arguments.
Server
context:avgInt(Intege
r <int1>, Integer
<int2>) : Float
avgFloat(Float <int1>, Returns the average average(4.0,9.0) Yes
Float <int2>) : Float of the two float
numbers, <int1>and returns 6.5
<int2>, specified as
arguments.
avgFloat(Float[ ]<valu Returns the average avg({-100.2,12.5,14.1,4 Yes
es>) : Float of the numbers in the .6,-6.135,82.99})
supplied list of float
numbers, <values>). returns
1.309166666666667
A list, represented by
the square bracket
notation [ ] at the end
of the data type, is an
array-like
representation of
repeating attributes.
The input can come
from a repeating
attribute or a
hardcoded list. Lists
are written with a
curly bracket
notation
{value1,value2,...} as
in the example.

The first index

position is 0, not 1.
Browser Returns the integer ceiling(92.53) Yes
context:ceiling(Float result of rounding up
<num>) : Integer <num>* to the nearest returns 93
integer value (that is
Server higher than <num>*).
context:ceiling(Float
<value>) : Integer

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 7.2. Concepts

Function Description Example Runs in the server

side context
floatToInt(Float Returns the integer floatToInt(92.999) Yes
<number>) : Integer representation of
<number>. returns 92

The number is not

rounded off to the
nearest value, it is
only truncation after
the decimal.
Browser Returns the integer floor(92.53) Yes
context:floor(Float result of rounding off
<num>) : Integer <num>* to the nearest returns 92
integer value (that is
Server lower than <num>*).
context:floor(Float
<value>) : Integer
intToFloat(Integer Returns the float intToFloat(92) Yes
<number>) : Float representation of the
float value for returns 92.0
<number>.
Browser Returns the larger of max(4,8) Yes
context:max(Integer the two integers,
<num1>, Integer <num1>* and returns 8
<num2>) : Integer <num2>*, specified as
arguments.
Server
context:max(Integer
<int1>, Integer
<int2>) : Integer
Browser Returns the smaller min(4,8) Yes
context:min(Integer of the two integers,
<num1>, Integer <num1>* and returns 4
<num2>) : Integer <num2>*, specified as
arguments.
Server
context:min(Integer
<int1>, Integer
<int2>) : Integer
Browser Returns the modulo, mod(5,2) Yes
context:mod(Integer or remainder, of
<num><>, Integer <num>* divided by returns 1
<divisor>) : Integer <divisor>*.

Server
context:mod(Integer
<numberDividend><>,
Integer
<numberDivisor>) :
Integer

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Function Description Example Runs in the server

side context
power (float <num>, Returns the result of power(3,3) No
Integer <num>) : float raising <num>to the
power <power>. returns 27

Accepts an integer
value as the first
argument.
Browser Returns the result of power(3.0,3) Yes
context:power(Float raising <num>* to the
<num>, Integer power <power>*. returns 27.0
<power>) : Float
Accepts a float value
Server as the first argument.
context:power(Float
<numberBase>, Integer
<numberExponent>) :
Float
random( ) : Float Returns a random random( ) Yes
float number
between 0 and 1. returns 0.1263
Browser Returns <num>* round(4.235, 2) Yes
context:round(Float rounded to the
<num>, Integer nearest float number returns 4.24
<precision>) : Float with the specified
<precision>* in
Server significant digits. A
context:round(Float tie-breaking situation
<number>, Integer is handled by
<precision>) : Float rounding up.
stringToFloat(String Returns the float stringToFloat('92.123' Yes
<number>) : Float representation of the )
string <number>.
returns 92.123
stringToInt(String Returns the integer stringToInt('92') Yes
<number>) : Integer representation of the
string <number>. returns 92

* Arguments differ for the function signature in the server context.

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 7.2. Concepts

7.2.8 String functions

Strings are a representation of text. String literals are wrapped within single quotes
(' ) in an expression. Unless otherwise noted, string functions where text is matched,
compared, or replaced are case-sensitive.

Function Description Example Runs in the server

side context
contains(String Returns TRUE if contains('The loan Yes
<str1,>, String <str2> is contained expirationdate has
<str2>) : Boolean within <str1>. passed', 'loan')

Else, returns FALSE. This example returns

TRUE.
endsWith(String Returns TRUE if endsWith ('The loan Yes
<str1>, String <str2>) : <str1> ends with expiration date has
Boolean <str2>. passed', 'passed')

Else, returns FALSE. This example returns

TRUE.
floatToString(Float Returns the Float floatToString(4.134) Yes
<number>) : String value passed in,
<number>, as a String This example returns
value. 4.134.

One of several “Data

Type
Conversion”function
s, since the
Expression editor
does not perform
implicit data type
conversions (also
known as “Data Type
Casting”).
intToString(Integer Returns the integer intToString(42) Yes
<number>) : String value passed in,
<number>, as a string This example returns
value. 42.

One of several “Data

Type
Conversion”function
s, since the
Expression editor
does not perform
implicit data type
conversions (also
known as “Data Type
Casting”).

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Chapter 7 Building expressions

Function Description Example Runs in the server

side context
length(String <str>) : Returns the number length ('The loan Yes
Integer of characters that expiration date has
<str> has as an passed')
integer.
This example returns
35.
match(String <text>, Returns the character match ('The loan Yes
String <pattern>) : position of where the expiration date has
Integer first match begins, passed', 'has passed')
where <text> is the
text to search within, This example returns
and <pattern> is the 25.
string that should be
found within the
search text.

The first position is 0,

not 1. If <pattern> is
not found as a match
within <text> then -1
is returned.
replace(String <text>, Returns the string replace ('The loan Yes
String <matchPattern>, produced by expiration date has
String replacing all passed. A notification
<replacePattern>) : occurrences of has been sent. ',
String <matchPattern> within 'has','has not')
the string <text> with
<replacePattern>. This example returns
'The loan expiration
date has not passed.
A notification has not
been sent.'
startsWith(String Returns TRUE if startsWith ('The loan Yes
<str1>, String <str2>) : <str1> begins with expiration date has
Boolean <str2>. passed', 'The loan')

Returns FALSE if not. This example returns

TRUE.

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 7.2. Concepts

Function Description Example Runs in the server

side context
substring(String Returns the string substring('Loan Yes
<str>, Integer produced by Dates', 5)
<start>) : String extracting characters
from <str> beginning This example returns
from the position 'Dates'.
indicated by <start>.

The first position is 0,

not 1.

In the browser
context only one
function is provided
for both variations of
substring.
substring(String Returns the string substring('Loan Yes
<str>, Integer <start>, produced by Dates',0,9)
Integer <end>) : String extracting characters
from <str> beginning This example returns
from the position 'Loan Date'.
indicated by <start>
up to and not
including position
<end>.

The first position is 0,

not 1.

In the browser
context, only one
function is provided
for both variations of
substring.
toLower(String Returns the string toLower('LOAN Yes
<str>) : String produced by AMOUNT')
converting all of the
characters in <str> to This example returns
lowercase. 'loan amount'
toUpper(String Returns the string toUpper('Due Date') Yes
<str>) : String produced by
converting all of the This example returns
characters in <str> to 'DUE DATE'.
uppercase.

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Function Description Example Runs in the server

side context
dateToString(DateTi Returns the string Assume now( ) Yes
me <dateValue>, representation of returns the DateTime
String <format>) : <dateValue> formatted representation of
String according to the rules January 31,2012
specified by <format>. 11:37:23 AM

This function only dateToString(now(),'

supports output text MMM dd,
in the default locale yyyyhh:mm a')
of the Java Virtual
Machine (JVM). This example returns
Jan 31, 2012 11:37
The <format> can be AM.
specified using the
same rules as the Java
SimpleDateFormat
class. See the
standard JavaDocs
available from Oracle
for examples.

The timezone is
based on the
timezone of the JVM
doing the evaluation.
dateToStringUTC(Da Returns the string Assume now( ) Yes
teTime <dateValue>, representation of returns the DateTime
String <format>) : <dateValue> formatted representation of
String according to the rules January 31, 2012
specified by <format> 11:37:23 AM, and the
using Universal user is in the Pacific
Time, Coordinated timezone.
(UTC).
dateToString(now(),'
This function only MMM dd, yyyy
supports date text in hh:mm a')
the English locale.
For example, This example
November is returnsJan 31, 2012
understood, but 11:37 AM.
novembre is not.

The <format> can be

specified using the
same rules as the Java
SimpleDateFormat
class. See the
standard JavaDocs
available from Oracle
for examples.

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Chapter 8
Migrating from the Workflow Manager

8.1 Concepts
8.1.1 Workflow migration
Use the Migration navigator to migrate legacy business processes developed using
Workflow Manager to the Documentum Workflow Designer. The main objective of
the workflow migration is to migrate important and complex parts of process design
automatically—expressions, data mapping, transition paths, process variables,
packages, endpoints, and performers. The migration process is seamless to ensure
that the process data mapping, expression, and process flow remains intact.
Workflow migration is supported from Documentum Repository.

Note: Only workflow templates created using Workflow Manager are

supported for migration.

In Documentum Workflow Designer, if an activity has a single output flow, the Let
Performer select next activity option is invalid. When you migrate a process to
Workflow Designer, if an activity has only one output flow configured with the Let
Performer select next activity option for transition, WorkFlow Designer converts
this option to Select all Connected Activities.

The following table lists the workflow properties that are supported and auto
migrated as part of migration process:

Table 8-1: Process properties migration

Workflow Manager Auto migration Additional information

properties
Template name Yes Template name is auto
migrated to Label.
Original Creator Not supported
Workflow template owner Not supported
Default alias set Yes
Audit Trail Yes
Description Yes
Workflow instructions Yes

The following table lists the components that are supported as part of process data
migration:

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Chapter 8 Migrating from the Workflow Manager

Table 8-2: Process data migration

Workflow Manager Auto migration Additional information

properties
Package Name Yes • All packages are listed in
the Process Properties tab
after migration.
• Packages configured for
begin activity are shown
as mandatory and visible.
The remaining packages
are marked as non
mandatory.
Package Type Yes
Version Yes

The following table lists the components that are supported as part of process flow
migration:

Table 8-3: Process flow migration

Workflow Manager properties Auto migration

Process Flows Yes
Show package as label Yes

The following table lists the components that are supported as part of activity
migration:

Table 8-4: Activity migration

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Task Activity reference ID Not supported
Priority Yes
Subject Yes
Instructions Yes
Trigger All input flows are Yes
selected
This number of input Yes
flows selected

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 8.1. Concepts

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
When this event Yes
arrives
This activity can run Yes
more than once in a
workflow
Notification The activity does not Yes Days and hours are
trigger within auto migrated into
minutes post
migration.
The activity's work is Yes Days and hours are
not finished auto migrated into
minutes post
migration.
Transition Select all connected Yes
activities
Let the activity's Yes
performer choose
Select next activity Yes
based on these
conditions
Data Package Name Yes Packages configured
for an activity are
shown as mandatory
and visible, and rest
of the packages are
shown as non-
mandatory.
Package Type Yes
Version Yes
Display Activity Image Not supported
Image Size Not supported
Label Font Yes
Show these labels
Performer (Auto Type of activity – Supported
Activity) Auto / Manual
Peformer > Workflow Yes
supervisor

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Chapter 8 Migrating from the Workflow Manager

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Peformer > Yes
Repository owner
Peformer > Previous Yes
activity's performer
Peformer > Specific Not Supported You must configure
user user from alias set or
any other performer
types post migration.
Execute this method Yes
automatically
Save execution Yes It is migrated to
results Enable
troubleshooting
logging.
Method timeout in Yes
Stop execution Yes
Continue execution Continue
Performer (Manual Workflow supervisor Yes
Activity)
Repository owner Yes
Previous activity's Yes
performer
Specific User > Not supported
Assign performer(s)
now
Specific User > Have Yes You must configure
performer(s) of user from aliasset or
activity determine any other performer
the performer of this types post migration.
activity
Specific User > Have Yes Previous Activity
performer(s) of Performer to choose
activity determine at runtime > Any
the performer of this user
activity

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 8.1. Concepts

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Specific User > Yes Post
Define Performer migration performer
alias > Default Alias configuration.
set
User from Alias Set >
<name of
the default
aliasset>
<name of user
alias>
Specific User > Yes User from Alias Set >
Define Performer <name of the
alias > Specific alias aliasset>
set <name of user
alias>
Specific User > Not supported
Define Performer
alias > Alias set of
document in
package
Specific User > Not supported
Define Performer
alias > Alias set of
previous performer
All Users in group Yes Specific Group >
> Assign Processed by
performer(s) now 'Individual users
and group members
at the same time'
All Users in group > Yes Previous Activity
Have performer(s) of Performer to choose
activity determine at runtime > Any
the performer of this Group
activity
Previous Activity
Performer to choose
at runtime >
Processed by
'Individual users
and group members
at the same time'

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Chapter 8 Migrating from the Workflow Manager

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
All Users in group Yes Post migration
> Define Performer performer
alias > Default Alias configuration.
set
Group from alias set
> <name of the
default aliasset>
<name of group
alias>

Group from alias set

> Processed by
'Individual users
and group members
at the same time'
All Users in group Yes Group from alias set
> Define Performer > <name of the
alias > Specific alias aliasset>
set <name of group
alias>

Group from alias set

> Processed by
'Individual users
and group members
at the same time'
All Users in group Not supported
> Define Performer
alias > Alias set of
document in
package
All Users in group Not supported
> Define Performer
alias > Alias set of
previous performer
Single User in group Yes Specific Group >
> Assign Processed by
performer(s) now 'Individual users
> First to acquire the and first group
work item member to accept the
task, at the same
time'

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 8.1. Concepts

Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Single User in group Yes Specific Group >
> Assign Processed by
performer(s) now 'Individual users
> Least amount of and group member
unfinished work with fewest task'
items
Single User in group Yes Previous Activity
> Have performer(s) Performer to choose
of activity determine at runtime > Any
the performer of this Group
activity > First to
acquire the work Previous Activity
item Performer to choose
at runtime >
Processed by '
Individual users and
first group member
to accept the task, at
the same time'
Single User in group Yes Previous Activity
> Have performer(s) Performer to choose
of activity determine at runtime > Any
the performer of this Group
activity > Least
amount of Previous Activity
unfinished work Performer to choose
items at runtime >
Processed by
'Individual users
and group member
with fewest task'
Single User in group Yes Group from alias set
> Define Performer > <name of the
alias > Default Alias default aliasset>
set > First to acquire <name of group
the work item alias>

Group from Aliasset

> Processed by
'Individual users
and first group
member to accept the
task, at the same
time'

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Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Single User in group Yes Group from alias set
> Define Performer > <name of the
alias > Default Alias default aliasset>
set > Least amount of <name of
unfinished work group
items alias>

Group from Aliasset

> Processed by
'Individual users
and group member
with fewest task
Single User in group Yes Group from alias set
> Define Performer > <name of the
alias > Specific alias aliasset>
set > First to acquire <name of group
the work item alias>

Group from Aliasset

> Processed by
'Individual users
and first group
member to accept the
task, at the same
time
Single User in Yes Group from alias set
group> Define > <name of the
Performer alias > aliasset>
Specific alias set > <name of group
Least amount of alias>
unfinished work
items Group from Aliasset
> Processed by
'Individual users
and group member
with fewest task
Single User in group Not supported
> Define Performer
alias > Alias set of
document in
package
Single User in group Not supported
> Define Performer
alias > Alias set of
document in
package

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Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Single User in group Not supported
> Define Performer
alias > Alias set of
previous performer
Some user from Not supported
group > Assign
multiple performers
now > Specific users
and/or groups
Some users from Yes Group from Aliasset
group > assign > <name of
multiple performers aliasset>
now > Performer <name of group
alias(es) which will alias>
be resolved by the
workflow initiators Group from Aliasset
> Processed by
'Individual users
and group member
at the same type
Some users from Group from Aliasset
group > assign > <name of
multiple performers aliasset>
now > Performer <name of group
alias(es) which will alias>
be resolved at run-
time from the alias Group from Aliasset
set > Processed by
'Individual users
and group member
at the same type
Some users from Previous Activity
group Performer to choose
at runtime > Specific
• Have
Group > Processed
performer(s) of
by 'Individual users
activity determine
and first group
the performer of
member to accept the
this activity
task, at the same
• Specific groups time

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Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Some users from Previous Activity
group > Have Performer to choose
performer(s) of at runtime > Group
activity determine from Aliasset >
the performer of this <default aliasset
activity > Performer name>
alias(es) which will <name of group
be resolved by the alias>
workflow initiator
Previous Activity
Performer to choose
at runtime >
Individual users and
first group member
to accept the task, at
the same time
Some users from Previous Activity
group > Have Performer to choose
performer(s) of at runtime > Group
activity determine from Aliasset >
the performer of this <aliasset name>
activity > Performer <name of group
alias(es) which will alias>
be resolved at run-
time from the alias Previous Activity
set Performer to choose
at runtime >
Individual users and
first group member
to accept the task, at
the same time
Multiple sequential Not supported
performers > assign
multiple performers
now > Specific users
and/or groups

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Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Multiple sequential Group from Aliasset
performers > assign >
multiple performers <name of default
now > Performer aliasset>
alias(es) which will <name of group
be resolved by the alias>
workflow initiator
Group from Aliasset
> Individual users
and the first group
member to accept the
task, in sequence
Multiple sequential Group from Aliasset
performers > assign > <name of aliasset>
multiple performers > <name of group
now > Performer alias>
alias(es) which will
be resolved at run- Group from Aliasset
time from the alias > Individual users
set and the first group
member to accept the
task, in sequence
Multiple sequential Previous Activity
performers > Have Performer to choose
performer(s) of at runtime > Specific
activity determine Group
the performer of this
activity > Specific Previous Activity
groups Performer to choose
at runtime >
Individual users and
the first group
member to accept the
task, in sequence

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Tab Name Workflow Manager Auto migration Additional

properties information or
equivalent
configuration in
Workflow Designer
Multiple sequential Previous Activity
performers > Have Performer to choose
performer(s) of at runtime > Group
activity determine from Aliasset :
the performer of this <default aliasset
activity > Performer name> or Group
alias(es) which will from Aliasset :
be resolved by the <name of group
workflow initiator alias>

Previous Activity
Performer to choose
at runtime
>Individual users
and the first group
member to accept the
task, in sequence
Multiple sequential Previous Activity
performers > Have Performer to choose
performer(s) of at runtime > Group
activity determine from Aliasset :
the performer of this <aliasset name> or
activity > Performer Group from
alias(es) which will Aliasset : <name of
be resolved at run- group alias>
time from the alias
set Previous Activity
Performer to choose
at runtime
>Individual users
and the first group
member to accept the
task, in sequence

The following table lists the auto performer mappings.

Table 8-5: Auto Performer Mappings

Workflow Manager performer properties Equivalent configuration in Workflow

Designer
Workflow supervisor Workflow supervisor
Repository owner Repository owner
Previous activity's performer Performer from last activity

The following table lists the manual performer mappings.

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 8.1. Concepts

Table 8-6: Manual Performer Mappings

Workflow Manager performer properties Equivalent configuration in Workflow

Designer
Workflow supervisor Workflow supervisor
Repository owner Repository owner
Previous activity's performer Performer from last activity
Specific User > Have performer(s) of You must configure user from aliasset or
activity determine the performer of this any other performer types post migration.
activity
Specific User > Have performer(s) of Previous Activity Performer to choose at
activity determine the performer of this runtime > Any user
activity
Specific User > Define Performer alias > User from Alias Set >
Default Alias set <name of the default aliasset>
<name of user alias>
Specific User > Define Performer alias → User from Alias Set >
Specific alias set <name of the aliasset>
<name of user alias>
All Users in group > Assign performer(s) Specific Group > Processed by 'Individual
now users and group members at the same time'
All Users in group > Have performer(s) of Previous Activity Performer to choose at
activity determine the performer of this runtime > Any Group
activity
Previous Activity Performer to choose at
runtime > Processed by 'Individual users
and group members at the same time'
All Users in group > Define Performer alias Group from alias set >
> Default Alias set <name of the default aliasset>
<name of group alias>

Group from alias set > Processed by

'Individual users and group members at the
same time'
All Users in group > Define Performer Group from alias set >
alias > Specific alias set <name of the aliasset>
<name of group alias>

Group from alias set > Processed by

'Individual users and group members at the
same time'
Single User in group > Assign performer(s) Specific Group > Processed by 'Individual
now > First to acquire the work item users and first group member to accept the
task, at the same time'
Single User in group > Assign performer(s) Specific Group > Processed by 'Individual
now > Least amount of unfinished work users and group member with fewest task'
items

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Workflow Manager performer properties Equivalent configuration in Workflow

Designer
Single User in group > Have performer(s) of Previous Activity Performer to choose at
activity determine the performer of this runtime > Any Group
activity > First to acquire the work item
Previous Activity Performer to choose at
runtime > Processed by ' Individual users
and first group member to accept the task,
at the same time'
Single User in group > Have performer(s) of Previous Activity Performer to choose at
activity determine the performer of this runtime > Any Group
activity > Least amount of unfinished work
items Previous Activity Performer to choose at
runtime > Processed by 'Individual users
and group member with fewest task'
Single User in group > Define Performer Group from alias set >
alias > Default Alias set > First to acquire <name of the default aliasset>
the work item <name of group alias>

Group from Aliasset > Processed by

'Individual users and first group member to
accept the task, at the same time'
Single User in group > Define Performer Group from alias set >
alias > Default Alias set > Least amount of <name of the default aliasset>
unfinished work items <name of group alias>

Group from Aliasset > Processed by

'Individual users and group member with
fewest task
Single User in group > Define Performer Group from alias set >
alias > Specific alias set > First to acquire <name of the aliasset>
the work item <name of group alias>

Group from Aliasset > Processed by

'Individual users and first group member to
accept the task, at the same time
Single User in group> Define Performer Group from alias set >
alias > Specific alias set > Least amount of <name of the aliasset>
unfinished work items <name of group alias>

Group from Aliasset > Processed by

'Individual users and group member with
fewest task
Some users from group > assign multiple Group from Aliasset >
performers now > Performer alias(es) which <name of aliasset>
will be resolved by the workflow initiators <name of group alias>

Group from Aliasset > Processed by

'Individual users and group member at the
same type

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Workflow Manager performer properties Equivalent configuration in Workflow

Designer
Some users from group > assign multiple Group from Aliasset >
performers now > Performer alias(es) which <name of aliasset>
will be resolved at run-time from the alias <name of group alias>
set
Group from Aliasset > Processed by
'Individual users and group member at the
same type
Some users from group Previous Activity Performer to choose at
runtime > Specific Group > Processed by
• Have performer(s) of activity determine
the performer of this activity 'Individual users and first group member to
accept the task, at the same time
• Specific groups
Some users from group > Have performer(s) Previous Activity Performer to choose at
of activity determine the performer of this runtime > Group from Aliasset >
activity > Performer alias(es) which will be <default aliasset name>
resolved by the workflow initiator <name of group alias>

Previous Activity Performer to choose at

runtime > Individual users and first group
member to accept the task, at the same time
Some users from group > Have performer(s) Previous Activity Performer to choose at
of activity determine the performer of this runtime > Group from Aliasset >
activity > Performer alias(es) which will be <aliasset name>
resolved at run-time from the alias set <name of group alias>

Previous Activity Performer to choose at

runtime > Individual users and first group
member to accept the task, at the same time
Multiple sequential performers > assign Group from Aliasset >
multiple performers now > Performer <name of default aliasset>
alias(es) which will be resolved by the <name of group alias>
workflow initiator
Group from Aliasset > Individual users and
the first group member to accept the task, in
sequence
Multiple sequential performers > assign Group from Aliasset > <name of aliasset> >
multiple performers now > Performer <name of group alias>
alias(es) which will be resolved at run-time
from the alias set Group from Aliasset > Individual users and
the first group member to accept the task, in
sequence
Multiple sequential performers > Have Previous Activity Performer to choose at
performer(s) of activity determine the runtime > Specific Group
performer of this activity > Specific groups
Previous Activity Performer to choose at
runtime > Individual users and the first
group member to accept the task, in
sequence

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Workflow Manager performer properties Equivalent configuration in Workflow

Designer
Multiple sequential performers > Have Previous Activity Performer to choose at
performer(s) of activity determine the runtime > Group from Aliasset : <default
performer of this activity > Performer aliasset name> or Group from Aliasset :
alias(es) which will be resolved by the <name of group alias>
workflow initiator
Previous Activity Performer to choose at
runtime >Individual users and the first
group member to accept the task, in
sequence
Multiple sequential performers > Have Previous Activity Performer to choose at
performer(s) of activity determine the runtime > Group from Aliasset : <aliasset
performer of this activity > Performer name> or Group from Aliasset : <name of
alias(es) which will be resolved at run-time group alias>
from the alias set
Previous Activity Performer to choose at
runtime >Individual users and the first
group member to accept the task, in
sequence

8.1.2 Best practices for workflow migration

Follow these practices while migrating processes from Workflow Manager to
Workflow Designer:

• A process template must not be modified by multiple users simultaneously.

• Process templates must not be installed simultaneously from different Web
browsers.
• All repositories must be in sync for the types, alias sets, and groups used in
process templates before a processes is imported or exported between two
repositories.
• Migrate and import operations must not be invoked simultaneously from
different Web browsers.

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