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One example is a customer who had a production workflow but wanted to update it to use the frevvo Database Connector. Instead of updating the production workflow, they duplicated it and made the changes on the copy. Then, on the original workflow they restricted the Who Can Start the Workflow to designer/owner only, and updated their Space links with the new workflow. Those users who were still in progress on the old flow were still able to perform their tasks and never knew there was a difference, while any new users started on the new workflow.
Migrating a v7.4 or earlier Email Step to v8+ Email Assignment
Workflows built in v7.4 or earlier that have a step performed by an external/anonymous user were configured with an anonymous email step. Starting in v8, the email step is deprecated and you may now assign a step directly to an email address, similar to how you assign it to a User or Role. The anonymous email step has backward compatibility and continues to work, but will be retired in a future release. Additionally, there are many benefits to the Email Assignment such as the ability to reject back to the step assigned to email. Please follow these steps and review the cautions below to migrate your v7.4 and earlier email steps to v8+ email assignments.
- Download production workflow
- Upload to designer user
- Copy any details from the anonymous email step, such as subject, message, etc. to a text editor.
- Edit the step below the anonymous email step. Assign the step to the same email address or template, and paste details copied from the anonymous email step such as subject, message, etc.
- Delete the anonymous email step.
- Download the workflow from the designer user.
IMPORTANT: IN PRODUCTION Move any tasks that are currently on the email step by either resetting them to a prior, non-email step or sending them forward. Do this BEFORE step 8!
Warning Workflow instances that have a pending task on the anonymous email step when the workflow is updated to use email assignment will be hung in the WAITING state and cannot be reset to another step.
If a user has clicked the link to perform the step but has not yet submitted it at the time the workflow is updated, they may still submit the step. Prior steps already performed by anonymous users are not affected by the workflow update.
- Upload/Replace workflow in production user.
You may edit submissions that were submitted with the old anonymous email step after updating the workflow to use the new email assignment step.
Form/Flow designer edit ACL
The Access Control feature in allows the designer to assign other users permission to make changes to forms and flows.
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The ability to edit a Form/Flow should not be given to other users if the form/flow is in production. Giving this permission would enable those users to edit your production forms directly thereby subverting the best practices described in this guide. |
Multi-Tenant Scenario
Development Tenant
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