Configuring Data Driven Workflow
You can configure the data driven workflow at the user level or the role level. For row filters at the role level, pending workflow items are sent to all the approvers designated in the workflow rule.
Note: If a row filter is set at both the user level and the role level, the user level row filter overrides the role level row filter.
The example below shows the effects of a row filter set on a role level. Consider an object having the columns ID, Qualification, and Level that contain the following data:
ID | Qualification | Level |
100 | Java | Beginner |
101 | C++ | Programmer |
102 | .Net | Expert |
103 | Java | Expert |
104 | C++ | Expert |
Two roles have been created with the row filter set for the workflow approval and assigned to the users as shown below:
Role | Row filter set for the role | Role Assigned To |
Role 1 | Java : Expert | User A User C |
Role 2 | C++ : Beginner | User B User C |
A data driven workflow rule with the following users in level1 is assigned to the object.
User A
User B
User C
User D
The data driven workflow works as shown below.
Pending Item | Users receiving the Item | Cause |
Java: Expert | User AUser
CUser D | Role 1 is assigned to User A and User C. User D does not have a row filter set. |
C++: Beginner | User BUser
CUser D | Role 2 is assigned to User B and User C. User D does not have a row filter set. |
Any combinations of Qualification: Level | User D | User D does not have a row filter set and the other users have a row filter set. |
Additionally, when setting a row filter, if All Actions is selected for Role 1 and Workflow Approval is selected for Role 2, then for User C (common to both the roles), Role 1 takes precedence over Role 2. That is, C++: Beginner (as per Role 2) will not be sent to User C.
To configure data driven workflow
Prerequisite: The users or roles used in the steps are part of a workflow.
1. If you want to configure the data driven workflow at the user level:
a. On the Menu toolbar, click Administer > Security > Users.
b. Click the Edit icon of the user.
c. Click Set Row Filter on top left of the screen and follow steps 3 to 8.
2. If you want to configure the data driven workflow at the role level:
a. On the Menu toolbar, click Administer > Security > Roles.
b. Click the Edit icon of the role.
c. Select the Data Objects tab and follow steps 3 to 8.
3. Click Set next to the object name for which the row filter has to be set.
4. In the pop up screen, select the Workflow Approval radio-button.
5. Reference columns in that object are listed. Select the arrow next to the column.
6. In the next screen that pops up, select the required values.
7. Click Set Values. The reference pop up is closed.
8. Click Save.