FAQ: Configurable Workflows

What happens when we delete a user who’s participating in an in progress workflow?: We retain tasks in these statuses as is:
Completed
Submitted
Sent Back

If you set up your associations so that other people are now assigned to those tasks, we don’t send the new assignees a notification or My Tasks item unless a level was sent back; then, we notify the assignees.

For tasks that were in In Progress
status:
If no new assignees exist based on your current associations, a red error info icon displays next to Workflow Name and Edit Detail on the Workflow Name provides details. The error status shows up in Monitoring on the impacted task and the workflow is blocked. You must change the participating levels or update associations so that assignees exist and you can unblock the workflow.
If new assignees exist based on your associations, we send those new assignees a notification and My Tasks item.

We retain records of their submit, and send back actions in the audit spreadsheet you can export when you manage the workflow. We display these deleted users as Assignees not available
.
What happens when multiple workflows for the same version exist with in progress tasks that have the same or overlapping sheet scopes?: We only lock the sheets for that version after you submit all the workflow tasks with these sheet scopes. This means that if you submit all sheet tasks for only 1 of these workflows for this version, the sheets remain editable until you submit sheet tasks on all the other workflows too.
Example:

These workflows contain in progress tasks with these sheets scopes for the same version:
Workflow 1: Sheet A, Sheet B.
Workflow 2: Sheet A.

If you submit all sheet tasks for only Workflow 2, Sheet A remains editable for that version as long as the sheet tasks on Workflow 1 remain in progress.

We only lock Sheet A for that version after you submit all sheet tasks for Workflows 1-2. We only lock Sheet B for that version after you submit all sheet tasks for Workflow 1.
What happens when in progress tasks exist across multiple workflows for a version, some workflows with sheet scope tasks and at least 1 workflow with no sheet scopes on all tasks?: When you submit a workflow task with sheet scopes, we only lock those sheets if there’s no sheet scope overlap with in progress tasks on other workflows. When you submit the workflow with no sheet scope tasks, we lock all sheets for that version. In this scenario, we recommend that you run the workflow with no sheet scopes last to avoid prematurely locking sheets.
Example:

These workflows contain in progress tasks with these sheets scopes for the same version:
Workflow 1: Sheet A.
Workflow 2: No sheet scopes.
When you submit only Workflow 2, we lock all sheets on the version, including Sheet A. Workflows 1 is still in progress, but your assignees can’t edit Sheet A. In this scenario, we recommend that you run Workflow 2 last to avoid prematurely locking Sheet A.