Editing a Template That is in Use

Workflow Manager

After a template has been used to create a workflow request, you are allowed to modify the template details, see Update - Template changes to In-Progress Workflows.

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Summary of Editable Fields in an In-Use Template

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Examples of Editable Fields in In-Use Templates

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Restrictions Regarding Approval Tasks When Editing Workflow Templates That Have Existing Workflow Requests

Summary of Editable Fields in an In-Use Template

The following table outlines what may and may not be updated in a template that is in use.

Updating an In-Use Template
Component	Permitted to Add	Permitted to Change	Not Permitted to Change
Template	No	Name text field Folder text field Status combo box Global Template check box	Template Type combo box
Data Group	Add >> Add a new Data Group	Data Group Name text field Sort Order text field	Data Type combo box When collected? radio buttons
Data Element (Standard)	Add >> Add a new Data Element	Description text field Required radio buttons Sort Order text field Help Text text field Additional fields specific to the element’s data type	Data Type combo box
Data Element (Branching)	Add >> Add a new Data Element	Description text field Required radio buttons Sort Order text field Help Text text field Additional fields specific to the element’s data type	Data Type combo box Used to Define Conditions/Branching radio buttons
Workflow phase	Add >> Add a new Workflow Phase	Workflow Phase Name text field Phase Type combo box Sort Order text field Track for Workflow SLA check box Track for Workflow Step SLA check box Define a condition for workflow branching? radio button Select the branching condition combo box and associated grid Link to next phase combo box
Workflow Step	Add >> Add a new Workflow Step	Workflow Step Description text field Step Type combo box Track for Workflow SLA check box Track for Workflow Step SLA check box Popup HTML File text field Email Templates to Use combo boxes Collect a data group in this workflow step radio buttons Select the Data Group combo box	Sort Order text field (sometimes)

Examples of Editable Fields in In-Use Templates

The following sections explain which fields on the Template Details page are editable for in-use templates.

Template Tab on the Template Details Page

On the Template tab of the Template Details page, you are permitted to change/edit the Name, Folder, Status, and Global template properties for templates that are in-use.

Editable Fields on the Template Tab of the Template Details Page for an In-Use Template

Data Groups Tab on the Template Details Page

On the Data Group Details tab of the Template Details page, you are permitted to add a new Data Element to the existing Data Group. You are also permitted to edit the existing Data Element properties such as Name, Data type, and Sort order. You are not permitted to change the When collected? property only when your creating first Data Group.

Editable and Non-Editable fields on the Data Group Details Tab for an In-Use Template

Data Element Details

On the Data Element Details tab, a data type is not permitted to change or edit if the following two conditions are true:

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Data type is Single Selection or Radio Button and Use to define conditions/branching: is set to Yes.

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For a template which has such data type as explained in above point, has an active workflow submitted.

Rest of the properties are permitted to edit.

Editable and Non-Editable fields on the Data Element Details Tab for an In-Use Template

Restrictions Regarding Approval Tasks When Editing Workflow Templates That Have Existing Workflow Requests

There are special restrictions regarding Approval Task workflow steps when editing workflow templates that have existing workflow requests:

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You cannot change the Step Type of an existing non-approval workflow step to Approval Task.

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You cannot change the Step Type of an existing approval workflow step to something other than Approval Task.

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You cannot delete the Template Components which are currently Active in the In-Progress workflows.

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You cannot delete the Phase Type AdminStudio in the Template which has In-Progress workflows.