Create, Edit, or Copy a Workflow

Workflows > Workflows Summary > New | Edit | Copy
Workflows > selected Workflow > Edit | Copy

Requires Workflow - Add/Edit Permissions

You can create Workflows in your Project to develop an ordered, reusable collection of searches with a given search target.

A Workflow enables you to set up and run an ordered set of search queries (Workflow steps). When you establish Workflow content, the first search query (step) in the Workflow runs against the initial search target (by default, Project Data). Each additional search query (step) in the Workflow runs against the results of the previous search query, until the Workflow completes and the final results are tagged and saved to a Folder (as long as you set up a Tag and a Folder for the Workflow).

After initial creation, you can edit the name and/or description of a Workflow (whether or not you have run it). However, you cannot rename a Workflow if it is running, or if it has been locked for editing by another user or explicitly locked. If a user has a Workflow locked for editing, you will see the following error message if you try to edit the Workflow: This Workflow is currently being edited by another user (<username>) and cannot be modified or deleted.

You can also copy Workflow content to a new Workflow, which can save you time if you want to copy a series of queries from one Workflow to another. The new Workflow inherits the following from the source Workflow: initial search query, each query, comments, reports descriptions, and Tags. The newly created Workflow does not inherit the Workflow name, search results, culled results, or Lock option from the source Workflow.

Workflow Options

When you create, edit, or copy a Workflow, you define the following:

• Name The unique name of an item. For many items, the name can have up to 100 characters. Some items, such as a Connector name, can have up to 255 characters. An Excluded Content Block name is limited to 32 characters. Name (required) — Assign a name characters) for the Workflow that you want to create, edit, or copy. You can edit the name or description of an existing Workflow, either before or after running the Workflow. You can copy the current contents of a Workflow and assign it a new name. The name must be unique within the Project and is subject to validation . The name can include alphanumeric characters, spaces between characters in the name (leading and trailing spaces are ignored), and some supported characters (such as a hyphen, underscore, and apostrophe). During validation, the software will also allow characters from foreign languages (for example, Korean characters). However, the following characters are not supported for Workflow names and will generate an error message indicating that your entry contains invalid characters:

! " # $ % & * + . / : ; < = > ? @ [ \ ] ^ { | } ~ “ ”

Note: These character restrictions apply to most tree items, such as Imports, Exports, Tags, Folders, Saved Searches, Workflows, Comparisons, Samples, and Synthetic Documents. To support auto-discovery of Custodians based on staging, a Custodian name has fewer restrictions regarding invalid characters.

• Description Provides a helpful description of an item. A description can have up to 255 characters. – An optional and helpful description of the Workflow.

• OK — Issues a request to create the Workflow with the specified information. The OK button will not become active until you supply all required information, such as the Name. When the Workflow is created, it appears in the tree and is selected for you so that you can start defining its contents.
• Cancel — Cancels the operation.

The new Workflow opens for you automatically, enabling you to start adding Workflow content. The Workflow also appears in the Workflows summary when you click Workflows in the Navigation Tree.

If you want to delete a Workflow, click Delete from the Workflows Summary, or from the Workflow itself, if you have the appropriate Workflow permission.