You can view, manage, and modify all your workflows via your Workflows screen. This is your home page for all your Relay Lite activities.
Note
You can view only those workflows you have created. You cannot see a workflow created by anyone else, even if you have been assigned a task in someone else’s workflow. Box Admins, however, can view every workflow created throughout your organization.
To access your workflows, from the left-hand navigation click Relay. Your workflows display in alphabetical order. If you do not see Relay in your left-hand navigation, contact your Box Administrator.
From the Workflows page, you can:
- Create a new workflow
- Activate and deactivate a workflow
- Modify an existing workflow
- Duplicate a workflow
- Rename a workflow
- Delete a workflow
- Track and download workflow progress
Create a new workflow
You can create a simple workflow triggered either by a file event or a task event.
Activate and deactivate a workflow
At any time you can activate a workflow that you have saved but not activated. As soon as you do this the workflow launches the instant it is triggered. If on the other hand you identify an active workflow you no longer want – for example, if a business process changes and it’s no longer needed – you can deactivate it at any time.
To activate an inactive workflow
- From the Workflows screen, next to the workflow you want, click the ellipsis (…).
- From the menu that displays, click Activate.
The workflow is now active, and the next time your trigger occurs, the workflow executes.
Tip
Any content that pre-exists in a folder that’s part of a workflow is not acted upon For example, you can designate that any document uploaded to Folder A kicks off a workflow. But any files that exist in Folder A before you incorporated it into a workflow are not acted upon. Only files uploaded to Folder A after you have created and activated a workflow are part of that workflow.
To deactivate an active workflow
- From the Workflows screen, next to the workflow you want, click the ellipsis (…).
- From the menu that displays, click Deactivate.
Your workflow stops executing when you deactivate it. This includes any workflow that has launched but not completed.
Tip
Move or rename any folders that are part of a deactivated workflow, to avoid the possibility of someone uploading new content into the folder expecting a workflow to kick off.
Modify an existing workflow
It is not uncommon for you to decide to edit an active workflow. For example, you may need to
- modify a destination in an on-boarding process
- re-assign an approval task because the original approver is out of the office
Editing a workflow is much the same as creating a new workflow.
To modify an active workflow
- From the Workflows screen, next to the workflow you want, click the ellipsis (…).
- From the menu that displays, click Edit. The Workflow screen displays, and you can make any changes you want.
- Click Update.
Any content that is in progress but precedes your changes continues according to your new instructions.
Note
You can only modify workflows you have created.
Duplicate a workflow
From time to time you may want to repeat a workflow but in a different context or on a separate set of content. Instead of re-creating the same workflow from scratch, you can duplicate it in its entirety, change change a parameter if you need (such as a task assignee or folder), and then activate it.
To duplicate an active workflow
- From the Workflows screen, next to the workflow you want, click the ellipsis (…).
- From the menu that displays, click Duplicate.
- A second version of this workflow displays in your Workflows page, with exactly the same name but with + ("copy") appended. Re-name the workflow to distinguish it from the original version.
Rename a workflow
At any time you can rename an existing workflow. This is much the same as naming a workflow for the first time.
To rename an existing workflow:
- From the Workflows screen, click the name of the workflow you want.
- When the workflow displays, in the top-lefthand portion of the screen, click the workflow name.
- Type in the new workflow name and then click Ok. The Workflows screen displays again.
- In the top right portion of the screen, click Update.
Any workflows that may be in progress when you rename the workflow continue uninterrupted.
Delete a workflow
If you do not need an existing workflow and you do not even want it to display in your Workflows page, you can delete it.
To delete an active workflow
- From the Workflows screen, next to the workflow you want, click the ellipsis (…).
- From the menu that displays, click Delete.
Track and download workflow progress
At any time you can find out how far along any of your workflows are. You can also generate and download a .csv file of all of the steps of workflows that are in progress or that have completed. Do all of this via the Workflow Tracking page.
Instructions for tracking and downloading the progress of your workflows are in the full Relay support section.