Create and share workflow items

A workflow item is a single instance of Workflow Manager. Your organization may have multiple groups performing different types of work in your Workflow Manager deployment.

The requirements for each team, and the expectations or contracts that govern their work, are often different. For example, one GIS analysis team may need workflows that access powerful geoprocessing resources, while a decision support team may need workflows that govern access to less intensive maps and apps. When you use multiple workflow items to separate your organization’s various groups, the unique requirements and work done by one group won’t interfere with other groups.

Create workflow items

When you create a workflow item, your account is automatically assigned the Workflow Administrator role for the item. If your organization uses custom roles to define privileges, you must assign privileges to the custom role before you can create workflow items.

To create workflow items, complete the following steps:

1. Open a web browser and browse to https://gisserver.domain.com/webadaptorname/apps/workflowmanager/ (where gisserver, domain, and webadaptorname are replaced by the information about your portal).
2. Click Sign In.
3. Sign in as a portal member with an Administrator or Publisher member role.

   The My Workflow Items page appears.

4. Click Create Workflow Item.

   Note:

   If you don’t have an Administrator or Publisher member role, Create Workflow Item is not available.

   The Create Workflow dialog box appears.

5. Provide a name for the workflow item in the Name text box.

   The workflow item name must be unique.

6. Click OK to create the workflow item and to create a Workflow Manager Admin <workflow item name> group.

   Note:

   Creating the workflow item may take a few minutes, during which it is inaccessible.

   The Workflow Manager web app appears.

The workflow item can now be shared with groups in your ArcGIS Enterprise portal to allow portal members to access it. You can also assign additional administrators the Workflow Administrator role by adding their accounts to the Workflow Manager Admin <workflow item name> portal group.

Workflow item feature services

When a workflow item is created, the following components are automatically created and associated with the workflow item in your Enterprise portal:

• A feature service item with workflow repositories where data is stored
• A WorkflowLocations feature service view that must be shared with members in your organization
• A workflow_views feature service view
• A Workflow Manager Admin group
• A scheduled cleanup task

Caution:

Hosted feature layers and table settings are managed by Workflow Manager and should not be altered on the feature layer's settings page. Enabling or disabling the workflow layer's data source settings can corrupt the workflow item and prevent it from being restored.

Share workflow items

To share workflow items with portal groups, complete the following steps:

1. Sign in to your Enterprise portal with an account that's part of the Workflow Manager Admin <workflow item name> group for the item that you want to share.
2. Click the Content tab, and click the My Content tab.
3. Check the check box next to the name of the workflow item you want to share.
4. Click Share.

   The Share dialog box appears.

5. Locate the workflow item and the WorkflowLocations_<workflow item id> feature layer and share the items with groups as necessary.

   Note:

   The workflow item ID can be found in the URL in your web browser's address bar when you sign in to the Workflow Manager web app and open the workflow item, for example, https://gisserver.domain.com/webadaptorname/apps/workflowmanager/<workflow item id>/ .

Once the workflow item is shared, organization members can access the Workflow Manager web app, create a job using the sample job template, and run jobs.

Modify custom roles

If your organization uses custom roles to define privileges, you must enable the following privileges for the role to allow members to create workflow items:

Learn more about assigning Portal for ArcGIS privileges to roles

General privileges	Type
Members	View
Groups	Create, update, and delete View groups shared with organization
Content	Create, update, and delete Publish hosted feature layers View content shared with organization
Sharing	Share with groups Make groups visible to organization

To allow members to retrieve email addresses of other organization members with an ArcGIS Arcade expression, you must enable the following:

Administrative privileges	Type
Members	View all