Workflow Data helps track and display relevant data for your Workflows. The Data Tab centralizes necessary Workflow information, eliminating the need to search through multiple records. For example: while opening a new account, you need to know which Portfolio to add the account to, or during onboarding a new client, you may require specific Contact details. You will add the required Workflow Data Type to the Workflow Template, so that when these workflows are kicked off, users will be prompted to add these details.
What's on the Data Tab?
The Data Tab includes two optional fields:
- Workflow Data Type: A picklist that categorizes the type of information required. System Administrators select the Workflow Data Type on the Workflow Template.
- Details: A free text field where users will enter specific information requested.
Workflow Data Type field is a picklist that allows users to select from predefined categories:
- Address
- Contact
- Financial Account
- Financial Plan
- Phone Number
- Portfolio
- Primary Account Holder
- Temporary Account Holder
The Details field is a free text field where users can enter additional information regarding the requested Workflow Data Type. We recommend completing this field on the Workflow Launcher so all necessary information is available for the Workflow.
For example, in the New Trust Account Rogers Workflow below, the Data Tab shows Financial Account as the selected Workflow Data Type. The user creating the Workflow Launcher should fill in the Financial Account details, making the information available to everyone involved in Workflow tasks.
Edit the Data Tab on a Workflow Launcher
When creating a Workflow Launcher, the Workflow Data Type and Details fields automatically copy from the Workflow Template. Once the Workflow Launcher is created, the user can edit the fields as needed. The fields can be updated later on the Workflow if needed.
Edit the Data Tab on a Workflow Template
System Administrators can edit Workflow Templates to include the Workflow Data Type requested. This ensures the required data is entered on the Workflow Launcher stage.
1. From the App Selector, select Elements Configuration.
2. Select More and Workflow Templates.
3. Select the Workflow Template Name you want to edit.
4. Click the pencil icon next to the Workflow Data Type field and choose the option from the dropdown.
5. Click the Details field and enter any details you need.
These updates will copy into the Workflow Launcher but can be updated on the Workflow Launcher or Workflow as needed.
Edit Workflow Data Type Options
System Administrators can update the picklist options for the Workflow Data Type field. This change will apply to all Workflow Templates, Workflow Launchers, and Workflows using the Data Tab.
1. Click the gear icon at the top right.
2. Click Setup.
3. From the Home tab, type Picklist Value Sets in the Quick Find search bar.
4. Select Picklist Value Sets.
5. Click Workflow Data Type to edit the picklist values.
6. Under the Values section, you can add, delete, deactivate, reorder, or replace values as needed.
These changes will update all Workflow Manager objects, including Workflow Templates, Launchers, and Workflows.
