Workflow

Use the Workflow tab to insert properties that represent context of your workflow. These properties provide information from the running instance that you're designing and are displayed in teal. The following properties are available:

These properties provide information from the workflow definition.

Property Description Example

ID

The workflow ID. This number value is set when the workflow instance starts. 39

Folio

The folio name, often used to identify different instances of the same workflow. Use the default folio or choose to create a custom folio. The maximum length for this field is 1024 characters.

Default folio: 1/10/2019 3:19 AM

Custom folio: Leave Request - #28174

View Flow

The URL link to the View Flow. http://k2.denallix.com/ViewFlow/ ViewFlow.aspx?ProcessID=39

Start Date

Date and time when the workflow instance started 1/10/2019 3:19:41 AM

Name

The name of your workflow when you created it. To locate this name, go to the Workflow Properties tab on the Configuration Panel. The workflow name shows in the Process Name field.

The maximum length for this field is 128 characters.

My Workflow

Description

The added description for your workflow. By default, the field is empty. To view a description, select the Workflow Properties tab on the Configuration Panel and view the description in the Description field.

The maximum length for this field is 128 characters.

 This workflow manages the leave process.

Expected Duration

This is the expected duration of the workflow. The information for this field is captured in the Start the Tasks Workflow rule.  

Priority

The priority set for the workflow. There are three priority levels:

  • High (0)
  • Medium (1)
  • Low (2)

The default priority is Medium.

To view the priority, go to the Workflow Properties tab on the Configuration Panel and select a view the priority set from the drop-down menu.

 2

Comments

This shows any added comments to the workflow. If you’re using the Basic worklist form (default), comments added using the Comments tab on a task in Workspace appear in the Comments field. Added comments to the workflow

Attachments

This shows any attachments to the workflow. If you’re using the Basic worklist form (default), attachments added using the Attachment tab on a task in Workspace appear in the Attachment field K2_logo.png (attached image)

These properties provide information about the person who starts the workflow.

Property Description Example

Display Name

The display name of the originator of this workflow. The display name comes from Active Directory or another configured identity provider.

Denallix Administrator

Bob Maggio

Email

The email address of the originator of this workflow. The email comes from Active Directory or another configured identity provider.

administrator@denallix.com

bob@denallix.com

Name

The name and domain name of the originator of this workflow.

DENALLIX\Administrator

DENALLIX\Bob

FQN

The Fully Qualified Name (FQN) of the originator of the workflow instance, including the K2 label.

K2:DENALLIX\Administrator

K2:DENALLIX\Bob

Manager

A reference to the Manager of the originator of the workflow instance. The Manager comes from Active Directory or another configured identity provider.

K2:DENALLIX\Jonno (Administrator’s manager)

K2:DENALLIX\Holly (Bob’s manager)

This property provide information about the manager of the person starts the workflow.

Property Description Example

Email

Provides the email address of the manager of the workflow originator. The manager comes from Active Directory or another configured identity provider.

Jonno@denallix.com (Administrator’s manager)

Holly@denallix.com (Bob’s manager)

These properties provide information from the steps included in the workflow.

Property Description Example

ID

The step ID. This number value is set when the workflow instance starts. 55

Name

The name of the step.

The maximum length for this field is 128 characters.

Task

Set Variable

Description

The added description for your workflow. By default, the field is empty. To view a description, select the Workflow Properties tab on the Configuration Panel and view the description in the Description field.

The maximum length for this field is 128 characters.

This task is sent to three recipients. The task completes when all of them approves the task

Start Date

 This shows when the step started. 1/14/2019 2:08:23 AM

End Date

This shows when the step ended. 1/14/2019 2:10:23 AM

These properties provide information about the task user in the workflow. This section is only visible if your workflows contains a Task step and it is selected.

To use properties from this section in other steps of your workflow, the other steps must be part of a multi-step that also includes the Task step. For more information see, How To: Use the Action Result Property to Update a SharePoint List.

Keep in mind that at runtime, steps within a multi-step execute sequentially from top to bottom, one after the other. If you have a combination of a user task and server events, such as SmartObject Method or Send Email steps, steps after the user task may execute multiple times depending on the number of task recipients. For more information about how recipients can affect steps that follow a Task step, see Scenario: 2 Recipients, 2 Approvals where Task step is part of a Multi-Step containing 2 server events.

Another way to use the Task Result property (from this section) in other steps of your workflow, is to map it to a variable using the Set Variable step, and then use the variable in your workflow.

Property Description Example

Display Name

The display name of the recipient of the task. The display name comes from Active Directory or another configured identity provider. Codi Kaji

Email

The email address of the recipient of task. The email comes from Active Directory or another configured identity provider. Codi@denallix.com

Name

The name and domain name of the recipient of this task. DENALLIX\Codi

FQN

The Fully Qualified Name (FQN) of the recipient of this task, including the K2 label. See How To: Exclude a Previous Approver from a Task for an example of using the FQN to exclude a recipient from a specific workflow task. K2:DENALLIX\Codi

Managed Users

A list of users that report to the current task recipient, as returned by the underlying user information store (such as Active Directory).

The default setting of this feature in the K2 database is false. You need to set it to true to make sure the data shows up in the property.

In the K2 database, open the Server.ServerSetting table and change the ManagedUser value to True.

Considerations:

  • After a K2 environment upgrade, the ManagedUser value resets to False
  • Enabling this setting could cause a performance impact on your environment
 K2:DENALLIX\MikeK2:DENALLIX\Rick (Users reporting to Codi)
Action Result

The action taken on the task step by the recipient.

At runtime, this property shows the action taken to complete the task.

This property is only visible if you've selected a Task step.

For more information see, How To: Use the Action Result Property to Update a SharePoint List.

If you copy and paste this property to a step that doesn't contain the context of the Task, your workflow won't deploy and an Activity data field 'Action Result' does not exist error appears in the Error Console.

Approve

     

These properties provide information about the task in the workflow. This section is only visible if your workflows contains a Task step and it is selected.

Property Description Example

ID

The task step ID. This number value is set when the workflow instance starts. 51

Status

The current state of the task. Active

Start Date

This shows when the task started. 1/14/2019 2:08:23 AM

Finish Date

This shows when the task finished. 1/14/2019 2:10:23 AM

Participant Name

The name of the participant of the task. Codi Kaji
Worklist Item Link
The URL link to the task. The maximum length for this field is 1024 characters. https://k2.denallix.com/Runtime/Runtime/Form/ com.K2.System.Workflow.Form.BasicTask/ SN=47_51&_title=&_url=&_embed=
Configured Actions

The actions you configured on the task step. To locate these actions, go to the Task tab on the Configuration Panel. The configured actions appear in the Action section.

The maximum length for this field is 128 characters.

  • Approve
  • Reject
Standard Actions These actions are available in all workflows.
  • Redirect
  • Delegate
  • Sleep
Serial Number This is the serial number for the task step. The format includes the workflow ID and the task step ID. SN=47_51
Instruction

The added instructions for the task step. By default, the field is empty. To view the instruction, select the step Task tab on the Configuration Panel.

The maximum length for this field is 255 characters.

Please approve or reject the submitted Leave Request.

These properties provide information about the multi-step in the workflow. This section is only visible if your workflow contains a Multi-step and is selected.

Property Description Example

ID

This is the ID for the multi-step. This ID is not for the steps within the multi-step. This number value is set when the workflow instance reaches the multi-step. 65

Name

The name of the multi-step. By default this is the name of the first step contained in the multi-step, unless you’ve created a custom name.

Default name: Send Email

Custom name: My Multi-Step

Description

The added description for your multi-step. By default, the field is empty. To view a description, select the Workflow Properties tab on the Configuration Panel and view the description in the Description field. This is a multi-step and contains a Send Email, Set Variables and Set Folio steps.