Configuring Workflow Lists, Values, and Attributes

Use WorkflowClosed A series of tasks generated based on an event or form submission. Builder to add custom lists and values to use in a workflow definitionClosed The template used to build a workflow which is the outline of tasks that must be completed..

Lists and Values are internal name/value pairs where you can match an internal code with what you want the user to see. Some Lists and Values are pre-populated in the system. For example, a system-supplied List named Yes_No_NA has Values of Yes, No, and n/a.

Lists (Reference Domains) have associated child Values (Reference Codes).

For example, a List (Reference Domain) of AddressType may have Values (Reference Codes) including MAIL and PHYS. If you want to add BUS (Business), you could create a Value (Reference Code) and associate it to the existing Category (Reference Domain) of AddressType. The internal code may be BUS but the meaningful name, Business, will display in the user interface.

Configure Lists (Reference Domains)

Use the following steps to create or update a List.

  1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 

  2. Select Configure Lists.

  3. Select the Reference Domains button to create a new domain or select the button to the right of an existing Reference Domain to update the domain. Add or update:

    • Name: Enter a unique name. You cannot delete a Reference Domain (List) or change the name once it is created.

    • Description: Enter a description.

    • Code Max Length: Enter the maximum number of characters allowed. The maximum number is 100.

  4. Select Save.

Configure Values (Reference Codes)

You can create or update Values (Reference Codes) for existing Lists (Reference Domains).

The following example shows a Domain (the List of AddressType). The Codes are the internal Reference Codes (Values) stored in the database. The Meaning is what the user sees in the system and reports. Description is any information helpful to define the Code. The Order is the order the codes are displayed in the system.

Domain Code Meaning Description Order
AddressType MAIL Mailing Address Mailing Address 1
AddressType PHYS Physical Address Physical/ Shipping Address 2
AddressType BUS Business Address Business Address 3

The steps to configure Values follow.

  1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 

  2. Select Configure Values.

  3. On the page, select the Reference Codes button to create a new code (Value) or select the Edit link to update an existing Code. A Code cannot be deleted, only deactivated.
    Add or update:

    • Code: Enter the name of the reference Code (Value). This is an internal reference and is not seen by the end user. A Code cannot be changed later, only deactivated.

    • Description Enter a description.

    • Domain: Select the Domain (List) to which the Code (Value) will be applied. The Domain cannot be changed later.

    • Meaning: Enter the end user meaning, which is the label end users will see in the system and on reports.

    • Active: Select to activate (display the Value) or deselect to deactivate (hide the Value).
      If the Value deactivated and is used in the system, the Value will disappear from the menu, but previous use is not affected. If the Value relates to a critical element that is in active use, it will not be available to deactivate.
      When deactivating a Code (Value), you can use the editable fields (Description or Meaning) to add a note like "Replace with <value> and deactivated". Set a high order number, like 999 so, the Value displays at the bottom of other, active Values in the Configured Values grid.

    • Order: Enter the order the Code (Value) will display in the user interface. If all order numbers are the same, the Codes (Values) will display alphabetically.

  4. Select Save.

Configure attributes

The Workflow Builder Configure Attributes menu selection is used for system configuration. Configuring attributes is advanced functionality that may cause damage to the system. Attributes should only be changed in conjunction with your Diligent Customer Success Manager.

Configuring attributes is primarily used to link user interface Categories and Sub-Categories that are available for selection when documents are created or updated. Sub-Categories are not mandatory fieldClosed A field is a way to input information, often a question..