When you publish a workflow, it becomes available to AccessNow end users for making requests. In other words, publishing a workflow makes it visible in the Make a Request dashboard. For system-initiated workflows, publishing them makes the workflows accessible in the AccessNow configuration dropdown menus.
A single workflow version can be published at a time. Once published, it cannot be deleted or edited. To make changes to a published workflow, first Create a Copy.
You can publish a workflow from both the Workflow Builder module sidebar and the Workflow Editor screen once you have completed your changes. Please note that publishing a workflow means you can no longer modify that version.
To publish a workflow version from the Workflow Builder module sidebar:
1
Go to the Workflow Builder Module
Click on the Workflow Builder menu item.
2
Select a workflow record
It opens a sidebar with workflow details.
3
Under the Version History section Actions, select Publish
Choose the desired version of the workflow to publish in the Version History section. In the Actions column, click the three dots icon and select Publish from the menu.
This makes the workflow version available to end users in the Make a Request dashboard. It also prevents further editing by putting the workflow in read-only mode. To make changes, you must create a new version.
Publishing workflows with evaluation errors or those that do not meet specifications is not verified at the time of workflow publication. Therefore, it is crucial to thoroughly test the workflow before publishing.
4
Alternatively, Publish the Workflow Directly from the Workflow Editor
You can also publish the workflow directly from the Workflow Editor window after finalising changes. Details on how to use it are available in the instructions for creating a new workflow and editing a workflow.
Controlling Published Workflow Visibility
Workflow visibility settings apply only to workflows that are already published. They determine which users can see and use the workflow in the Make a Request dashboard. This allows you to restrict workflow access to specific individuals. Please note that it is controlled on a per-individual basis.
How to Control Published Workflow Visibility
In the Workflow Management module, under the Visibility tab, you can control workflow visibility.
General: You can make the workflow visible to all users in the Make a Request dashboard by using the General visibility setting. To restrict access, use the Exclude Users option to prevent selected users from seeing it. Currently, there is no option to set visibility by user groups.
Restricted: Restricted visibility limits workflow access to only the selected users. Use the Authorized Users list to grant specific individuals access to the workflow in the Make a Request dashboard. Currently, there is no option to set visibility by user groups.
