View and Manage Workflows

Workflows in Navigation Tree > Workflows

Requires Workflow - View Permissions for viewing Workflows, Workflow - Add/Edit Permissions to create, edit, or copy a Workflow, and Workflow - Delete Permissions to delete a Workflow and Workflow - Lock/Unlock for Lock option

The Workflows summary provides information about the available Workflows in the Project. You can create, view, and manage Workflows from this summary.

A Workflow enables you to set up and run an ordered set of search queries. The first query in a Workflow establishes the initial search target. Each additional search 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).

Note: In a Workflow with multiple queries, the first query runs against the selected initial search target. The second query runs against the results of the first query, the third query runs against the results of the second query, and so on. You can think of a Workflow as an ordered set of Find in Result searches.

Workflows Summary

This summary lists the Workflows in the Project and provides the following:

  • Name — The name of the Workflow. You can click a given Workflow name (shown in blue to indicate it is a hyperlink) to view that Workflow. You can also double-click in the row to open that Workflow view. See New Workflow for information about the naming requirements for Workflows.
  • Description— A description of the Workflow, if one has been configured.
  • Locked — Indicates whether the Workflow is explicitly locked. A lock icon appears if the Workflow is locked. (A locked Workflow cannot be edited or deleted.)
  • Date Modified — The date on which the Workflow was last modified.
  • Modified By — The user who last modified the Workflow.
  • Date Last Run — The date and time on which the Workflow was last run.
  • Last Run By — The user who last ran the Workflow.

New Workflow and Selected Workflow Options

To add a new Workflow, use the New Workflow option. If you have Workflow - Add/Edit permissions, you can select this option from the summary or by right-clicking on Workflows in the tree. When you create a Workflow, it appears under the Workflows section of the tree.

For a selected Workflow in the Summary, right-click the Workflow or click the ellipses at the far right to see a menu with the following options, as long as you have permissions to perform those actions (actions that are not permitted will be grayed out) and as long as there are no unsaved changes (in which case, the entire menu will be unavailable in the Summary, within the Workflow, and for the Workflow context menu in the Navigation Tree):

  • Copy (requires Workflow - Add/Edit permissions) – Enables you to make a copy of the Workflow, which copies the key contents of the Workflow to a new Workflow. The newly created 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, results Folder, culled results, or Lock option from the source Workflow.
  • Lock (requires Workflow - Lock/Unlock permissions) – Enables you to explicitly lock the Workflow. (A locked Workflow cannot be edited or deleted.) Once a Workflow is locked, the available option changes to Unlock.
  • Edit (requ ires Workflow - Add/Edit permissions) – Enables you to edit the Workflow name and/or description. You can edit the name or description regardless of whether the Workflow has been run (and you do not have to re-validate the Workflow). However, you cannot rename a Workflow if it is running, or if it has been explicitly locked.
  • Delete (requires Workflow - Delete permissions) – Enables you to delete a selected Workflow, as long as the Workflow is not explicitly locked. You cannot delete a locked Workflow. It must be in an unlocked state beforehand. (A Lock icon indicates that the Workflow is explicitly locked.) Deleting a Workflow deletes all document associations to that Workflow from the Project. You are asked to verify the deletion of the selected Workflow. Note that this does not remove any queries or results from the Project; just from the assignment to the Workflow.

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