23.10 and later
A workflow administrator can efficiently export and import Advanced Workflow Setup data including Roles, Groups, and Applications between database profiles, ensuring accurate updates. This functionality streamlines administrative tasks, reduces manual intervention, and improves data management.
Recommended use
This feature is intended for occasional use, primarily when there is a need to transfer advanced workflow setup data between live production and test or train environments. For example, if advanced workflows are set up and tested in a training database during implementation, the configuration can be exported from the training database and imported to the production database, which eliminates the need to manually recreate the settings.
The data in the source and destination database profiles must match to prevent import errors.
Export
If Workflow Setup topics of Roles, Groups, and Applications have been entered in a database profile, a workflow administrator can export the details to a file. It is recommended to save the file in .csv format so it can be imported into another database profile that requires the same setup.
The export can be processed even if the providing database profile does not currently have advanced workflows enabled, but had previously enabled them and entered roles, groups, and applications.
Export areas
Advanced workflow export areas are aligned to the advanced workflow setup options.
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Workflow Roles
-
Workflow Groups
-
Workflow Applications
Export Resources
The workflow administrator must have resources assigned at the user level or in a role for workflow topics to appear in the Export Tool.
|
Resource |
Package |
Subpackage |
Privilege Code |
Description |
|---|---|---|---|---|
|
5032 |
SYS |
SCH |
5 |
May run Export Tool |
|
24041 |
WKF |
Export |
5 |
May export workflow roles |
|
24042 |
WKF |
Export |
5 |
May export workflow groups |
|
24043 |
WKF |
Export |
5 |
May export workflow applications |
Import
The import process minimizes the need for bulk manual entry.
Before you import advanced workflow setup information, the database profile must be configured to use Advanced Workflows. Refer to Workflow Configuration for Advanced Workflow to confirm that the receiving database profile is ready to use advanced workflows.
Import areas
In the Import Tool, the import area is Advanced Workflow. It displays if:
-
The Workflow Configuration Profile has advanced workflows enabled.
-
The workflow administrator has required resources assigned at the user level or in a role.
Import options and sequence
An import can be used to insert new data or update existing data.
-
Use a file that was exported from a database where the advanced workflows have been successfully tested. Do not edit the data in the exported file. The file must be in .csv format.
-
Import the files in the following order. Roles and groups must be imported before applications.
-
Roles
-
Groups
-
Applications
-
-
After an import successfully completes, the Advanced Workflow tabs for Roles, Groups, and Applications automatically populate with the new or replacement data.
For Employee Termination workflow applications imported as an update, the termination tasks must be updated manually. If termination tasks are already mapped in the receiving profile, before you process the import go to System Administration, Workflow, Workflow Setup, Workflow Applications, Employee Termination, Task A and Task B, and clear the Employee Termination Task checkbox. After the import is completed, edit the task settings as needed.
Import resources
The workflow administrator must have resources assigned at the user level or in a role for Advanced Workflow to appear in the Import Tool:
|
Resource |
Package |
Subpackage |
Privilege Code |
Description |
|---|---|---|---|---|
|
5031 |
SYS |
SCH |
5 |
May run Import Tool |
|
23054 |
WKF |
IMPORT |
5 |
May add workflow import |
|
23055 |
WKF |
IMPORT |
5 |
May view workflow import |
Sync import data
After an import is successfully completed, to apply Workflow Roles immediately, a user must go to System Administration, Workflow, Workflow Setup, Workflow Roles and select Update on each role to sync . Otherwise, the roles are synced at the time of the next scheduled task, found at System Administration, Administration, Profiles, Workflow Configuration Profile, Advanced Workflow Configuration, on the Task Scheduler Configuration tab.