Changes to Workflow Rules

As described above, approvals can be generated for modifying or deleting workflow rules in event conditions.

To modify rules in event conditions

The Workflow Rule Modify Approval Workflow workflow controls the approval requests for modifying workflow rules in event conditions.

The general process for approving a modification to a workflow rule in a workflow template with an approval workflow is:

  1. Create the Workflow Rule Modify Approval Workflow workflow from the template.
  2. Assign the approval user or group of users.
  3. Set the additional authentication if required.
  4. Enable the workflow.
  5. Open the existing workflow template that requires a modification to a workflow rule.
  6. Turn off the Enabled toggle.
  7. Open the condition with a rule to modify.
  8. Change the rule and then choose the OK button.
    Enter a comment if necessary and then a message opens stating that the Workflow Rule change was sent for approval.
  9. If notifications are set up, the approval user(s) receives notification of the approval request.
  10. Additional changes can be made to other events or responses and new approval requests will be sent, but no changes can be made to ones that have been sent for approval.
  11. Approval users approve the request, with or without password depending on authentication requirements, by opening the Approval Entries Log page (using Request Approval > Approval Entries on the action bar) or the Requests to Approve page (using Tell Me).

Changes to the workflow template are instantaneous; refresh the page (F5) as needed.

To delete rules in event conditions

The Workflow Rule Delete Approval Workflow workflow controls the approval requests for deleting rules in event conditions. The conditions are deleted using the Request Approval > Delete... actions on the Workflow Steps FastTab. Since a condition in an event can be a step rule, a step argument, or both, there are three options for deleting the condition:

  • Delete Event Condition - deletes both the step rule and step argument.
  • Delete Workflow Rule - deletes the step rule only.
  • Delete Workflow Step Argument - deletes the step argument only.

The general process for approving the deletion to a workflow rule in a workflow template with an approval workflow is:

  1. Create the Workflow Rule Delete Approval Workflow workflow from the template.
  2. Assign the approval user or group of users.
  3. Set the additional authentication if required.
  4. Enable the workflow.
  5. Open the existing workflow template that requires the deletion of a workflow rule.
  6. Turn off the Enabled toggle.
  7. Depending on the type of condition (step rule, step argument, or both), choose the appropriate action on the Request Approval menu in the Workflow Steps FastTab:
    • Delete Event Condition - deletes both the step rule and step argument.
    • Delete Workflow Rule - deletes the step rule only.
    • Delete Workflow Step Argument - deletes the step argument only.
  8. Enter a comment if necessary and then a message opens stating that an approval request has been sent.
  9. If notifications are set up, the approval user(s) receives notification of the approval request.
  10. Additional changes can be made to other workflow steps and new approval requests will be sent.
  11. Approval users approve the request, with or without password depending on authentication requirements, by opening the Approval Entries Log page (using Request Approval > Approval Entries on the action bar) or the Requests to Approve page (using Tell Me).

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