Changing active workflow definitions

You can change properties of workflow steps in a workflow model without deactivating the workflow definition. An overview of allowed changes is listed further in this section.

In case of other changes on the workflow definition, you must first deactivate it. No new workflows are started when the workflow definition is inactive.

To change a workflow definition without deactivation:

  1. Open the workflow definition detail page and make the required changes.
    Here you can change the Workflow description and the labels of the structure elements.
  2. Save the changes and return to the workflow definitions overview page.
  3. Activate the changed workflow definition to apply the changes to the active workflow definition in the ION Service.
    This table shows the changes you can make in the workflow steps without deactivating the workflow definition:
    Workflow steps Allowed changes
    User task Description, priority, message and its translations, option to show notes from previous steps, parameter labels and translations and read-only check box, distribution, escalation and reminders
    Task Chain
    • Message and its translations
    • Content parameter labels
    • Translations and read-only check box
    • Approval actions labels and translations
    • Approval matrix add/remove rows
    • Add/remove parameters to check
    • Conditions and distribution in table cells
    • Escalation and reminders
    Notification Description, message and its translations, parameter labels and translations, distribution.
    Set Parameter Parameter to be set and assignment type.
    Subprocess Name
    Loopback Number of loops
    Decision Table Description, add/remove parameters to set, comparison conditions in matrix cells, values for parameters to set, option to use Business Rules.
    API Description, Operation, Service Account, Input Parameters, Input Body, Output Parameters, Runtime Settings.
    Wait Description, configuration of time to wait.
    Start Workflow All properties can be changed. You can deactivate and change the workflow to be started when the main workflow is active.
    Script All properties can be changed, except for the step name. Be aware that if you change the script to be started, all mappings are reset.
    Coleman AI All properties can be changed, except for the step name.
    Note: 
    • Features or workflow steps not mentioned in the previous table are not editable when the workflow is active.
    • The changes for steps of type User Task or Notification are available after reactivation, for Tasks from running workflow instances that are not yet generated. The other changes are only available when a new workflow instance is triggered.
    • Changes that involve parameters can use only existing workflow parameters.
    • You cannot undo changes that are already saved.
    • The Start Workflow step returns an error code if the configuration is not actual anymore because the workflow to be started is changed.

      For the list of available result codes, see Specifying details for a start workflow element.