Managing workflow snippets

A workflow A series of tasks generated based on an event or form submission. snippet A predefined task or group of tasks that can be inserted into a workflow or workflow definition. Snippets are created and managed similiar to how workflow definitions are created and managed. is a predefined task Part of a workflow that itemizes certain work to be completed., or group of tasks that can be inserted into a workflow or workflow definition The template used to build a workflow which is the outline of tasks that must be completed. (template). Using workflow snippets is optional but can save you time for tasks you use in multiple workflows.

Snippets can be conditional snippets A conditional snippet is used to evaluate workflow conditions that, if true, the designated task is inserted. that trigger task inclusion based on conditions. For example, you can have a snippet with actions to take if a third-party is approved and different actions to take if a third-party is rejected. See this example in Example of a workflow definition.

Create a workflow snippet

Follow these steps.

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. Select Workflow Snippet from the left menu.
3. Select the Workflow Snippet button.
4. Complete the following:

   • Enter a unique Name and Description that explains the function of the snippet to users.

   • (Optional for organizing snippets) Select a Category to be used. Categories are Reference Codes in the WorkflowCategory Reference Domain. See Create a Workflow Category to learn how to add Categories specific to your organization.

   • (Optional for organizing snippets) Select a Subcategory to be used. Subcategories are Reference Codes in the WorkflowSubcategory Reference Domain. See Create a Workflow Subcategory to learn how to add subcategories specific to your organization.

   • Select Active to make the snippet available for immediate use.

   • In the For Use With Workflow selection:

     • Do not select a workflow if you want the snippet to be available to be used in any workflow definition, including ones created in the future.

     • Optionally, you can select each workflow that the snippet can be used with to restrict use of the snippet. To add workflow definitions in the future, you will need to manually select them here.

     • Optionally, you can select the All button for the snippet to only be available to the workflow definitions selected. To add workflow definitions in the future, you will need to manually select them here. To add workflow definitions in the future, you will need to manually select them here.

     • Select the None button to remove all selections.

5. Select Save. You will see a message that the snippet has been saved.
6. On the Workflow Snippet Editor, add tasks. See Managing workflow definitions, section Complete the workflow definition or a workflow snippet.

Manage an existing snippet

When a snippet is added to a workflow definition, it becomes part of the definition and is not associated with the snippet itself. Editing or deleting a snippet has no effect on existing workflows.

1. Select Settings, Content Control, then Workflow Builder. Workflow Builder displays in a separate browser tab. 
2. On the left menu, select Workflow Snippet.
3. In the grid, under Actions, select any of the following:
   to edit the snippet.
   to clone a snippet then edit it to create a new snippet.
   to delete the snippet. Once deleted, it cannot be recovered.