Concept: Workflow Settings

When you access workflows in Workflow Builder on the

Workflow

tab, you can use the

Settings

tab to configure:

Ticket Naming Conventions

Archive location

Destination

: Select a folder in the Contract Manager to store the executed document.

Subfolder

: Define a system to generate or locate the appropriate subfolder for storing the executed document. You can use metafields to customize folder names by entering # to access available metafields.

Naming Format

: Establish a naming system to generate a file name for the executed document. You can also use metafields for customization by entering # to access available metafields. Once you complete the ticket and move the document to the contract repository, apply this naming format.

Contract Type

If you have selected a Workflow for Procurement integration, you will find a

Contract Type

field on the Settings page. This field enables you to configure the association between a Workflow and a Workday Contract Type.

Cycle Time Tracker

The cycle time tracker feature enables users to set and track which party is responsible for a workflow ticket. You can use the Enable

Cycle Time Tracking

check box for the workflow to show or hide cycle time tracking on the intake form when users create a workflow ticket.

With the cycle time tracking feature, users can:

Set the responsible internal or external party when creating a ticket, uploading a new workflow document version, or sharing a workflow document.

View the responsible party on the

Workflow Tickets

tab or the ticket detail page.

Track the history of responsible parties and edit start and end times on the

Tickets

tab or the ticket detail page.

Analyze data on the

Open Tickets

and

Completed Tickets

dashboards.

Data Fields Mapping

To preserve specific answers from form questions when you move a document to the contracts repository, you can map intake form fields to custom fields in the repository.

To map custom field entries to fields in the document repository, select the appropriate field from the workflow process and link it to an existing document repository field. The available mapping options depend on matching field types.

Example:
Date fields in the contract repository are available as mapping options only for date fields in the workflow.

Notifications

You can configure notifications to send alerts to individuals or groups upon workflow completion. In the

Notifications

section, you can specify recipients and include a custom message with the notification.

Permissions

You can configure permissions to control who can view and access tickets. See Concept: Workflow Visibility and Permissions

Ticket Naming Conventions

When creating or modifying a workflow, you can use either the system name

(Workflow Name + Counterparties + Ticket Created Date)

or define a custom naming format for each ticket generated by the workflow.

To specify a naming format, clear the

Keep System Default Name

option and define the rules for ticket names.

Naming formats include:

Fixed text (text that remains the same across tickets)

Dynamic tags (represented by the # symbol) that populate ticket data. We support these dynamic tags:

Paper Type

Submitter Department

Submitter Name

Ticket Created Date

Workflow names or fields include:

User

Department

Date

Text (Single line)

Dropdown (Choose 1)