A workflow definition refers to a structured and sequential arrangement of tasks, activities, and processes that need to be executed in a particular order to achieve a specific goal or outcome. It outlines the steps, dependencies, and rules involved in completing a workflow or business process.
Workflow definitions in Yeeflow are the workflows you designed in Yeeflow which include:
Approval workflows which are created together with approval forms. Please refer: Overview of the workflow designer.
List workflows which are created from the data list with pre-defined the trigger conditions. Please refer: Create list workflows.
View workflow definitions
To view and manage workflow definitions, firstly login to Yeeflow with the system admin account, then go to the Admin center. From the left navigation panel click to expand the "Workflow settings", and click "Workflow definitions":
Or login to Yeeflow with the application admin account, then click the " Gear" icon to enter the App Settings page. From the left navigation panel click to expand the "Workflow settings", and click "Workflow definitions":
You can see all the workflow definitions from here. Filter the records by either workflow name or ID.
Filter Workflow Definition
In the Workflow Definition page, you can narrow down the list using the filter bar at the top of the table:
Workflow type: Use the dropdown menu to choose from available workflow types:
List workflow
Approval workflow
Scheduled workflow
Workflow name: Enter part or full name of the workflow to search.
Workflow ID: If you know the exact workflow ID, you can input it here to quickly locate it.
Once you've filled in any of these fields, click the Search button on the right to apply the filters and display matching results.
Additionally, you can narrow down the list by selecting specific applications from the "All applications" dropdown menu and choosing from the applications under each workspace.
Note:
The "All applications" dropdown filter is only available in the Admin Center.
It does not appear in the Application Settings page for application admin account filtering.
Create a New Scheduled Workflow
To create a new workflow, click the New workflow button at the top right:
From the dropdown menu, choose Scheduled workflow to start creating a workflow that runs automatically based on your defined time and frequency.
To learn more about how scheduled workflows work and how to configure them, refer to this article:
Scheduled Workflow – Yeeflow Help Center
Accessing Workflow Options
From each workflow definition, click the More operations button (···) next to the workflow name to open the contextual menu:
Approval Workflow
For Approval workflows, the menu includes the following options:
Edit settings: This option opens a pop-up window to configure the workflow’s basic properties: Name\Identifier\Description.
Open from Designer: click this option to open the workflow designer where you can update the definition of your workflow.
Import from template: click this option to import a local copy of an exported workflow definition.
Export to template: click this option to export the latest workflow definition as a local file.
Delete workflow: click this option will delete the workflow definition along with all the workflow instances, workflow tasks and associated data.
Warning:
Deleting the workflow definition will permanently delete all the related data. You cannot recovery the deleted workflow definitions.
List Workflow
For List workflows, the menu is simpler:
Open form designer: Customize the form associated with the list workflow.
Delete workflow: Remove the workflow and its data.
ℹ️ Note: List workflows do not support importing or exporting templates.
You can also delete multiple workflow definitions by selecting those items from the list, and clicking the "Delete" button from the top-right of this page.
Scheduled Workflow
For Scheduled workflows, the menu includes:
Edit settings: Configure the schedule frequency and conditions.
Open form designer: Modify the form used by the workflow.
Start manually: Trigger the workflow instantly regardless of schedule.
Import from template: Load a previously saved scheduled workflow definition.
Export to template: Save the current definition for reuse.
Delete workflow: Remove the workflow and all related data.
View details of workflow definitions
From the list of workflow definitions, clicking the workflow name will open this detail page of each workflow definition.
Operation buttons: show the available operations for this workflow definition. Click "Open in designer" to design your workflow in workflow designer; Click "Delete" button to delete this workflow definition and the related records.
The properties of this workflow definition: Besides those properties you've saw in the list page, you can also see other properties here. Click "View details" hyperlink under "Variables" property to view all the variables defined in this workflow definition.
Workflow diagram: show the screenshot of the latest version's workflow definition.