Monitor and Manage Advanced Workflows

Launch at least 1 workflow.

Security:

Edit Hubs
permission.

Manage Workflows
permission.

As a financial system administrator who monitors and manages workflows, you can:

View the workflows and task assignees in your tenant. You can view details like workflow statuses, task statuses, and task due dates.

View tasks to view details like levels, level assignees, and the status of each level and due dates if added.

Edit, pause, resume, or delete individual workflows.

You can also export a spreadsheet with workflow details so that you can view an audit trail of workflow actions.

Select

Hubs

from the main menu.

Select

Workflows

in the

Workflows

section of your hub.

We display all workflows that exist in that hub in your tenant.

Select a workflow to view the monitoring details for that workflow.

If multiple task assignees exist, you can hover over the assignees to view details.

(Optional) Click directly on a task to view task details.

We display these task details:

Assignees.

Due date.

Scope.

The number of individual tasks in each status. For more information about what the statuses indicate, see Reference: Advanced Workflow Task and Participating Level Statuses.

Participating levels and who is assigned to each level according to your associations.

Select the actions menu on a workflow to access these actions:

Option	Description
Edit Details	Select to change the: Name. Description. Participating levels. When you add participating levels, we immediately send tasks to new assignees. When you remove participating levels, we immediately remove tasks from assignees without informing the assignees of the removals. We retain any saved changes those removed assignees made while they had the task. You can only add or remove levels for tasks that are in progress or paused.
Pause Resume	Pause the workflow to: Edit details on this workflow. Edit the workflow definition for this workflow. You can only edit workflow definitions if no workflows are in In Progress status. We limit the definition settings you can change if In Progress workflows exist. Restrict users from taking action on their tasks. However, we don’t restrict users from accessing task destinations directly, outside of their tasks, and making changes from there. Example: If an assignee has an In Progress submit task to edit a sheet, and you pause the workflow, this assignee can still access the sheet from the main menu and edit sheet data. Resume the workflow to enable users to take action on their tasks again.

Option

Description

Edit Details

Select to change the:

Name.

Description.

Participating levels.

When you add participating levels, we immediately send tasks to new assignees.

When you remove participating levels, we immediately remove tasks from assignees without informing the assignees of the removals. We retain any saved changes those removed assignees made while they had the task.

You can only add or remove levels for tasks that are in progress or paused.

Pause

Resume

Pause the workflow to:

Edit details on this workflow.

Edit the workflow definition for this workflow. You can only edit workflow definitions if no workflows are in In Progress
status. We limit the definition settings you can change if In Progress
workflows exist.

Restrict users from taking action on their tasks. However, we don’t restrict users from accessing task destinations directly, outside of their tasks, and making changes from there. Example: If an assignee has an In Progress
submit task to edit a sheet, and you pause the workflow, this assignee can still access the sheet from the main menu and edit sheet data.

Resume the workflow to enable users to take action on their tasks again.

(Optional) Select

Export

to export the workflow as a spreadsheet so that you can:

View all the tasks and their details at once.

View the audit trail of all workflow actions.

Example: We automatically record when an approver sends back and the submitter resubmits. You can view these actions as separate lines on the exported spreadsheet.

After your workflow completes and you no longer need the workflow or any data locking to remain, we recommend that you delete the workflow to stay below the workflow maximums in your tenant and for this version. You can only have:

100 workflows in your tenant. These workflows can exist across different workflow definitions and hubs.

10 workflows per version.