With auto-start document workflows, you can configure Vault to initiate a workflow within an entry action. This configuration supports process automation in a variety of different use cases.
Note: Auto-start document workflows will show System as the Workflow Owner.
Example Usage
Below are possible ways you can use auto-start document workflows:
- When a document enters the In Review state, a configured workflow could automatically assign a Review task to the Editor role.
- When a document workflow is auto-started based on a document state change, the workflow can use Decision and Action steps to evaluate document metadata and automates additional field updates based on the Decision step.
Eligible Workflows
You can find general instructions for workflow setup in Configuring Document Workflows:
- Allow auto-start from entry action setting (within Workflow Details) must be selected.
- Use workflow for single document record setting (within Workflow Details) must be selected.
- Participant control must use the Use roles as participants, Use custom action to define participants, Allow workflow task owners to select participants, Use user reference field as participant, or Use Vault user group as participants setting.
- Document Lifecycle is set to a specific lifecycle and not Any document lifecycle
- Start step cannot include controls for Instructions, Date, Prompt for Fields, or Variable.
Note: If you enable Allow auto-start from entry action before configuring any steps, Vault will filter the steps and settings to only show valid options. If the workflow includes steps or settings that make it ineligible for auto-start, Vault will not allow you to save the workflow with the auto-start option selected.
Defining the Entry Action
You can find general instructions for creating entry actions in Defining Document State Entry Actions.
The Start Workflow entry action requires that you select a workflow. Only workflows that are eligible appear in the list.
Workflow Errors
If an error prevents Vault from starting the configured workflow when the document changes lifecycle states, Vault will roll back the document state change. Possible error scenarios include:
- If Allow auto-start from entry action is disabled, and the workflow is selected from the Start Workflow entry action, then the workflow cannot activate.
- If Allow auto-start from entry action is enabled, and the Workflow Owner is referenced on a Task, Notification, or an Update Sharing Settings step, then you cannot save the workflow.
- If Allow auto-start from entry action is enabled, and Allow workflow initiator to select participants is enabled in the Participant Controls, the workflow cannot activate.
Note: If Allow auto-start form entry action is enabled, you cannot select the Workflow Owner in the Task Step, Notification Step, and Update Sharing Setting Step.
Auto-Start and Start Next Workflow Enabled
If a document workflow is auto-started due to a state change on the document prior to the workflow ending and Display start next workflow dialog when workflow ends is enabled on the End step, the Start Next Workflow dialog will not display if the workflow contains an active Task step. It will also not display if there’s an active task on the document. If the auto-started workflow contains no tasks, but does contain a state change action, the Start Next Workflow dialog will display and include workflow options based on the new document state.
This type of scenario is possible in the following configuration:
- The Start Workflow entry action is configured on the Approved state for a document lifecycle
- A workflow for a document in the Draft state is configured with Display start next workflow dialog when workflow ends is configured on the End step
- When the Draft state workflow ends, the user can move the document to the Approved state with the Start Workflow entry action configured. If the workflow the entry action will auto-start contains a task, the Start Next Workflow dialog will not display.