Add a new activity to a workflow template

Inspire provides you with a template for the processes of getting reviews on content or developing content. Inspire workflow templates are designed around an Activity. An activity represents a task that needs to be done to complete a step in the workflow. If you want a workflow that contains new activities, you can update the template.

You must have permission to work with workflow templates.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

Tips and tricks

Before you begin

  • The changes to an Activity will be applied to all new workflows that are started using this template.
  • For workflows that use this template and are in progress:
    • If the Activity you are updating has not occurred yet, the changes will be applied when the workflows moves to the updated Activity.
    • If the Activity you are updating has already been completed, the changes will not be applied.

To add a new activity:

  1. Click Components.
  2. In the Folders pane, select Workflows.

    If you have moved the template to another folder, go that location instead.

  3. In the Components pane, select a workflow.

    To open the template, do one of the following:

    • Double-click the file
    • Right-click the file, and then select Edit...
    • Click the Options menu, and then select Edit...
    Results: You see the workflow activities and transitions in the editor.
  4. In the toolbar at the top of the editor, click Create Activity.

    Results: You see the Create Activity screen.

  5. In Name, enter a title that describes the action users take in the review process.
  6. In Status, select an option such as Reviewing or Resolving.

    These options are configurable. Follow the steps in: Manage statuses in a template.

  7. In Project Activity, select the goal of this step such as Write, Edit, Review, Approve, Publish.

    Project Activity is a required field and cannot be left blank. Although this field is not marked with a red asterisks, and you can create a new Activity without selecting a Project Activity, if you leave it blank, the Save and Submit options are not available until you correct the errors in the workflow template.

    • If there is an error in the configuration of the Activity, you see the Activity name in red.

      You must correct any errors before you can Save or Submit the workflow template.

      These options are configurable. If you are an administrator, follow the steps in: Manage project activity configurations.

  8. Optionally, if you want this to be the first activity and no activities come before it in the workflow, select Initial.

    If there is an Activity that already has the Initial checkbox selected, you will not see this option.

    • There can only be one Activity with the Initial checkbox selected.
    • To change the Initial Activity, edit the first Activity box in the workflow and clear the Initial checkbox.
    • Open the Activity you want to start with, select the Initial checkbox, and save your changes.
    • If you do not select an Activity as Initial, Inspire uses the first Activity box in the visual flow.
  9. Optionally, if you want this to be the final activity and no activities will follow in the workflow, select Final.
  10. Optionally, you can set a Duration for this activity in minutes.

    Important notes:

    • In the templates Inspire provides, by default the user is given a Duration of 0 minutes to complete the activity, so you will need to set your own duration.
    • You set the time in minutes from 0 to 525600 which is 1 year.
    • After the Duration passes, if the activity is not complete, it is marked as Overdue and notifications may be sent depending on a user's notification preferences.
  11. Optionally, in Claimable, you can identify this activity as a project assignment that isn't assigned to one person initially. Instead the user creating the workflow provides a list of users who can accept the assignment.

    If you set an Activity to Claimable, when a user creates a workflow using this template:

    1. The user who creates project assignment select the Claimable options, then Inspire sets the activity to a State of Ready To Claim.
    2. The user who creates workflow can select from the list of participants who can possibly accept the work. This user list is taken from the workflow's workgroup assigned to this type of activity.
    3. After the assignment is created, all participants are sent a notification that there is an assignment to claim.
    4. The first user who changes State to In Progress claims the assignment and can complete the work.
  12. In Workgroup, select Add Workgroup.

    1. Select an option such as Writer, Reviewer, or Content Owner, or Production.

      These options are configurable. Follow the steps in: Manage template workgroups.

    2. Click Update.

      Results: You see the workflow listed under Name.

  13. To save changes to the Activity, click Create.
    Results:
    • You can see your new activity as the first box in the workflow editor.
    • Your new activity may be covering up the First Activity. To move it, click the Activity title bar, and when you see the move cursor, drag it to where you want it to occur in the workflow.

    • You may need to create a transition between other activities and your new one. Follow the steps in Manage workflow transitions in a template.
  14. To save changes to the template, do one of the following:
    • If you are done updating the workflow, to close the workflow editor, click Save and Submit.
    • If you want to keep working but save your changes locally, click Save Progress.

    Results:

    • The changes to an Activity will be applied to all new workflows that are started using this template.
    • For workflows that use this template and are in progress:
      • If the Activity you are updating has not occurred yet, the changes will be applied when the workflows moves to the updated Activity.
      • If the Activity you are updating has already been completed, the changes will not be applied.