Workflow Template Fields

The Subject field is used to enter a short description that needs to be copied to the Subject field of a new workflow when it is being created based on the template.

The Disabled box is checked when the workflow template may not be used to help register new workflows.

The Instructions field is used to enter the information that needs to be shown when a new workflow is being created based on the template. This field typically contains instructions about how to register the workflow.

This field allows basic text formatting.

The Note field is used to enter the information that needs to be copied to the Note field of a new workflow when it is being created based on the template.

This field allows basic text formatting.

The UI extension field is used to select the UI extension that is to be added to a workflow when the template is applied to it.

The Service field is used to select the service that should be selected in the Service field of a new workflow when it is being created based on the template.

The Service provider field is automatically set to the organization that is selected in the Service provider field of the related service.

The Category field is used to select the category that needs to be selected in the Category field of a new workflow when it is being created based on the template. When the category is set to ‘Order’, the Fulfillment Placeholder task template is automatically added on save.

The Type field is used to select the type that needs to be selected in the Type field of a new workflow when it is being created based on the template.

The Justification field is used to select the justification that needs to be selected in the Justification field of a new workflow when it is being created based on the template.

The Impact field shows the maximum impact level that is selected in the task templates that are a part of the workflow template.

Note that the impact level indicates the extent to which a service instance will be impacted. A service instance is degraded when some of its non-core functionality is not working, or when the response time of the service instance is slow. A service instance is also degraded when some or all of its redundancy is no longer available (e.g. when a server of a server cluster is down) even though the use of the service instance is not affected. A service instance is down, or unavailable, when any part of its core functionality is not working.

The Assign related requests and problems to workflow manager box is checked by default. When it is unchecked, requests and problems that are related to a workflow based on that workflow template are not automatically assigned to the workflow manager.

The Repeats field is used to select the frequency with which a workflow is to be generated based on the template.

The Disabled box of the Recurrence section is checked to temporarily stop workflows from getting generated based on the recurrence schedule defined in the workflow template.

The Every field is used to specify whether any days, weeks, months or years (depending on the option selected in the Repeats field) should be skipped following the automated generation of a workflow before generating the next workflow.

For example, if the Repeats field is set to “Daily” and the Every field is set to 1, then a workflow will be generated every day. If the Every field is set to 2 instead, then a workflow will be generated every other day.

The On field is used to select the days of the week on which a workflow should be generated based on the template.

The Each field is used to select the days of the month on which a workflow should be generated based on the template.

The In field is used to select the months in which a workflow should be generated based on the template. If the On the field is not selected, then a workflow will be generated based on the template in the selected month(s) on the day of the month specified in the Start date field.

The On the field is used to specify on which day of the month a workflow should be generated based on the template.

The Weekday field is used to select the weekday on which a workflow should be generated based on the template.

The At field is used to specify the time at which a workflow should be generated based on the template.

The Time zone field is used to specify the time zone that is applied to the At, Start date and End date fields.

The Start date field is used to specify the date on which the recurrence schedule of the workflow template becomes effective.

The End date field is used to specify the date after which the recurrence schedule of the workflow template stops being effective.

The Calendar field is used to specify the calendar that should be used to determine which occurrences should be skipped because they are planned outside calendar hours.

The Last occurrence field is automatically set to the date and time at which the last workflow was generated based on the schedule defined in the Recurrence section of the workflow template.

This field also provides a link to this last workflow. If a workflow could not be generated at the last occurrence date and time, then the reason why this could not be done is provided instead of a link to the workflow.

The Next occurrence field is automatically set to the date and time at which the next workflow will be generated based on the schedule defined in the Recurrence section of the workflow template.

The Workflow manager field is used to select the workflow manager who should be selected in the Manager field of the new workflows that will be generated in accordance with the recurrence schedule.

If the Workflow manager field is empty, then the change manager of the service that is related to the workflow template will be selected instead.

The Task templates table field is used to relate task templates to the workflow template.

The Workflow fields are used to establish the predecessor and successor relations between the task templates that are related to the workflow template.

The Service instances table field lists the SIs that are linked to the task templates that are related to the workflow template.

The Configuration items table field lists the CIs that are linked to the task templates that are related to the workflow template.