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Defining a Workflow Process Object Definition

This task is a step in Process of Building a Workflow Process.

The first part of building a workflow process is to define the top-level workflow process object definition. This topic describes several possible options. For more information about how objects discussed in this topic are represented in Tools, see About the Workflow Process Object Hierarchy.

Reviewing Workflow Processes

Review your existing workflow processes to see if the process you need is already available or if a similar process exists that you can copy and modify to meet your requirements.

The Workflow Processes Object List Editor (OBLE) provides a list of the current process definitions. You can access the Workflow Processes OBLE in Siebel Tools.

To review existing workflow process definitions

1. In Siebel Tools, in the Object Explorer, choose the Workflow Process object type.

   The right pane displays the Workflow Processes OBLE, which lists the workflow process object definitions.

2. Examine the list of existing workflow processes, perusing the Process Name, Business Object and Workflow Mode properties for a combination of properties that meet your business requirements.
3. If you find a workflow process that appears to be a potential candidate, right-click the record in the Workflow Processes OBLE, choose Edit Workflow Process, then use the Process Designer to examine the flow of steps as well as process and step properties.
4. If you find a workflow process you need to copy as the basis for a new process, right-click the process then choose Copy Record.

   For more information, see Copying a Workflow Process.

Copying a Workflow Process

If your intent is to create a different workflow, with a different name and a different purpose, then you can copy an existing workflow. The copied workflow does not replace the original workflow.

In contrast to revising a workflow, when you copy a workflow, you create a new workflow process that is identical to the original one, except that a unique name, such as 04-K88GQ, is generated for it.

The version of a new, copied workflow process is 0. When you revise a workflow process, however, the version is the next integer that is subsequent to the version number of the original workflow being revised.

To copy a workflow process

1. In the Object Explorer, choose the Workflow Process object type.
2. Right-click the workflow process in the OBLE, then chose Copy Record.

   A new copy of the workflow process is created for editing, and appears in the Workflow Processes OBLE with a unique numeric identifier appearing in the Process Name property.

3. Update the Process Name property so it is meaningful.
4. Modify the other properties as necessary for the new process.

Modifying a Workflow Process

You can modify an existing workflow process without restarting the Workflow Process Manager.

A workflow process definition is refreshed in the process memory as soon as it is activated. When a new definition is deployed, the cache is refreshed, so a new instance picks up the newly deployed definition.

To modify a workflow process, you must make it editable. For more information, see Making a Workflow Process Editable.

About Workflow Process Definition Cache Refresh

The timing of when a workflow process definition is activated impacts the process cache:

• The caches of threads in the same process are refreshed and these threads get the updated workflow process definition immediately.
• The caches of threads in other processes are not refreshed until the interval defined by the server parameter VerCheckTime expires.

For mobile clients and development clients, the server parameter called Workflow Version Checking Interval (VerCheckTime) controls how often the server component checks for new active versions of each workflow process definition. When a new workflow process definition is activated, an incoming workflow process instance created during the interval determined by Workflow Version Checking Interval uses the new definition. A workflow process instance initiated before the interval continues using the previous workflow process definition.

Scenarios to consider include:

• Activation in thin clients. When a workflow process is activated from a thin client, such as the Call Center application, user sessions in the same Call Center application server process get the updated workflow process definition immediately. User sessions in other server processes, however, must wait for the VerCheckTime interval defined in the server process configuration before they receive the updated definition.
• Activation in mobile or development clients. Each mobile or development client is a process of its own. The particular mobile/development client receives the updated workflow definition immediately. Other mobile/development clients must wait for the VerCheckTime interval defined in their configuration files before they can receive the updated definition.
• Publish/Activate in Siebel Tools. The Siebel Tools application is a process of its own. Thin clients and mobile/development clients must wait for the VerCheckTime interval before they can receive the updated definition.

Reloading Run-Time Events

Refreshing the process definition cache is necessary but not sufficient for running the updated workflow process correctly. If the workflow process contains run-time events, the run-time event cache must also be refreshed:

• To reload run-time events for thin clients, navigate from the Administration-Runtime Events view. Right-click the context menu, then choose Reload Runtime Events.
• To reload run-time events for mobile clients, log out then log back in to the mobile client. This guarantees a refresh of the process definition cache as well.

Revising a Workflow Process

To revise a workflow you modify an existing workflow process definition. When you revise a workflow, the new workflow record created is the same as the original, with the same name, except that the workflow's version is incremented by one, the Status is In Progress rather than Completed, and the workflow is editable. The revised workflow replaces the original workflow.

To revise a workflow process

1. In Siebel Tools, in the Workflow Processes OBLE, choose the definition for the workflow process you need to modify.
2. In the WF/Task Editor toolbar, click the Revise button.

   For more information, see About the WF/Task Editor Toolbar.

3. With this new process record chosen, right-click then choose Edit Workflow Process.
4. Modify this new version, as necessary.

If necessary, you can use the Expire button to set a workflow's status to Not In Use. For more information, see Expiring a Workflow Process Instance.

To make a workflow editable

1. Make sure the workflow process is either checked out or is locked by the developer who is currently attempting to edit the workflow process.
2. Make sure the project specified in the Project property for the workflow process is locked.

Defining a New Workflow Process

If you cannot locate an existing workflow process that meets your needs, you can define a new one. To view an example, see Creating a New Workflow Process Object Definition.

Naming A Workflow Process

When naming a workflow process, the combination of workflow process name and version must be unique. That is, you can have two workflow processes of the same name as long as their version numbers are different.

Externalizing Workflow Properties

When developing a workflow process, it is recommended you define properties for the workflow that are externalized and not hard coded. Having properties hard coded in a workflow means that you must change the definitions when the workflow is deployed between environments. For example, if a workflow is sending emails to a list of customers and the property is hard coded with the customer list, the workflow will not execute correctly in the production environment. You must make sure such input arguments are read dynamically.

For an example of how to externalize properties used by a workflow process, see Example of Externalizing Properties Used by Siebel Workflow.

Making a Workflow Process Editable

The background color in the workflow editor indicates whether the workflow process is editable:

• A yellow background indicates the workflow cannot be edited.
• A white background with a grid indicates the workflow can be edited.

When a workflow is editable, you can modify the workflow in a variety of ways, such as adding and removing steps and connectors, or changing step and connector properties. Several conditions must exist to make a workflow editable.

Deleting a Workflow Process

You can delete a workflow process in the Object List Editor in Siebel Tools.

To delete a workflow process

1. In the Object Explorer, choose the Workflow Process object type.
2. In the Workflow Processes OBLE, choose the workflow process you need to delete.
3. Right-click then choose Delete Record.

   Note that you cannot delete a seed workflow process. For more information, see Considering a Seed Workflow Process.