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Auto-Initiation of Tasks in Workflows

Auto-initiation is used to automatically initiate an object / task into the desired workflow when it is created or on-boarded, otherwise this would need to be done manually. With auto-initiation, items are able to be pushed through automatically, making it much simpler and more time effective.

Two commonly used scenarios where auto initiation is often applied are:

1. Once a user creates an object in workbench or Web UI, the object can be initiated automatically in the specific workflow.
2. When new objects are imported, the object can be initiated automatically in the specific workflow.

For example:

If a workflow is valid for Products, Classifications, Assets, Entities, Publications, Publication Sections, or Flatplanner Planned Pages, it is possible to have an instance of a given workflow created whenever an object of the valid object type(s) is created. In other words a workflow is automatically started when the object is created.

Setting up Automatic-Initiation of Tasks in Workflows

1. To set up automatic-initiation, select the system setup tab and expand the folder that houses workflows.
2. Select the desired workflow, in this case Shipment Oder Process will be used, and place a check in the 'Initiate automatically' checkbox on the STEP Workflows Editor tab.

Now whenever an object of a type valid for the workflow is created, a workflow will be started. This could happen via workbench, Web UI, web services, or through an import.

Initiating an Object Automatically in Workflows

It is important to know before creating an object, what the desired workflow is valid for, otherwise the object will not be able to automatically initiate. To check validity type, this can be viewed by opening the workflow and selecting the Validity tab. In this case, Shipment Order Process is valid for products that have an object type of the following:

Note: Object types / names will vary according to user setup.

Create and Initiate from Workbench

Once the validity type is verified, a product can be created in the workbench by entering an ID and name.

For more information on creating new objects see theCreating Objects in Tree topic in the User Guide / Getting Stared documentation here.

There are a number of ways to verifying that the product was automatically initiated into the desired workflow. A few are:

• On the search tab, search the workflow to make sure it was initiated automatically

• Navigate to the STEP Workflow tab, open the workflow, and check to see that it appears in the first state in STEP Workflows Items tab.

• Navigate to the items Task tab and check to see that it appears in the desired workflow.

Create and Initiate from Import

Another way to create and initiate objects into a workflow automatically is to do so via an import, where product information, such as that below, is uploaded to STEP Workbench.

To make sure that items automatically initiate upon import, in the Import Manager wizard, under 'Advanced Settings' make sure that Auto-Initiate STEP Workflow on Item Creation is checked. If this is not checked, the item will not automatically initiate.

When the import is run, a background process is created and the user can see the product(s) initiated into the workflow in the background process.

For more details on the Import Manager Functionality and the Import Manager wizard, see Creating a Data Import in the Data Exchange documentation here.

However, if a user has the 'Disable STEP Workflow Auto-initiation in Imports' privilege for a workflow, he/she is allowed to disable auto-initiation in the Import Manager (column based Imports) or directly in the XML for XML imports (by setting AutoInitiate="N" in the STEPProductInformation tag).

Note: If an object has been put into the Recycle Bin (and thus taken out of any workflow) and is revived, it will be initiated in the workflows with auto-initiation turned on.

2017, Stibo Systems