{"id":20436,"date":"2024-02-16T16:01:53","date_gmt":"2024-02-16T15:01:53","guid":{"rendered":"https:\/\/help.openbee.com\/create-a-workflow-on-the-fly\/"},"modified":"2024-02-19T12:37:43","modified_gmt":"2024-02-19T11:37:43","slug":"create-a-workflow-on-the-fly","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/create-a-workflow-on-the-fly\/","title":{"rendered":"Create a workflow on the fly"},"content":{"rendered":"<div id=\"main-content\" class=\"wiki-content group\">\n<p><strong>On this page:<\/strong><\/p>\n<p><strong><br \/>\n<\/strong><\/p>\n<p><strong><\/strong><\/p>\n<p><strong><\/strong><\/p>\n<p><strong><\/p>\n<style type=\"text\/css\"><![CDATA[\/*<![CDATA[*\/ div.rbtoc1648215961390 {padding: 0px;} div.rbtoc1648215961390 ul {list-style: none;margin-left: 0px;} div.rbtoc1648215961390 li {margin-left: 0px;padding-left: 0px;} \/*]]]]><![CDATA[>*\/]]><\/style>\n<div class=\"toc-macro rbtoc1648215961390\">\n<ul class=\"toc-indentation\">\n<li><a href=\"#Cr%C3%A9ationd%E2%80%99unworkflow%C3%A0lavol%C3%A9e-D%C3%A9finitionduWorkflow%C3%A0laVol%C3%A9e\">On-the-fly workflow definition<\/a><\/li>\n<li><a href=\"#Cr%C3%A9ationd%E2%80%99unworkflow%C3%A0lavol%C3%A9e-Cr%C3%A9erunworkflow%C3%A0lavol%C3%A9e\">Create a workflow on the fly<\/a><\/li>\n<\/ul>\n<\/div>\n<p><\/strong><strong><\/strong><strong><\/strong><\/p>\n<h1 id=\"Cr\u00e9ationd\u2019unworkflow\u00e0lavol\u00e9e-D\u00e9finitionduWorkflow\u00e0laVol\u00e9e\">On-the-fly workflow definition<\/h1>\n<p>This feature allows you to create a single workflow that has the same lifespan of the selected document.<\/p>\n<p>On-the-fly workflows address a one-time need when a document requires a specific validation flow.  &nbsp;<\/p>\n<h1 id=\"Cr\u00e9ationd\u2019unworkflow\u00e0lavol\u00e9e-Cr\u00e9erunworkflow\u00e0lavol\u00e9e\">Create a workflow on the fly<\/h1>\n<p>View document<\/p>\n<p>Click Document <strong>Actions<\/strong><\/p>\n<p>Hover the cursor to<strong> Workflow<\/strong><\/p>\n<p>Click Create<strong> Workflow on the Fly<\/strong><\/p>\n<p><strong><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355973-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355973-translated.png\"><\/strong><\/p>\n<p>A window will appear to assist you in creating the workflow<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355974-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355974-translated.png\"><\/p>\n<p><strong><u>Step 1&nbsp;: Add the workflow name<\/u><\/strong><\/p>\n<ul>\n<li>Enter the name of the workflow<\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355975.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355975.png\"><\/p>\n<p>If you want more settings <strong>,&nbsp; click on advanced settings:<\/strong><\/p>\n<p><strong>&nbsp;<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355976-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355976-translated.png\"><\/strong><\/p>\n<p><strong><br \/>\n<\/strong><\/p>\n<p><strong>Option 1  <\/strong><\/p>\n<p>The default supervisor is the one who created the workflow, however you can add more supervisors with the additional<strong> supervisors<\/strong> option<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355977-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355977-translated.png\"><\/p>\n<p>&nbsp;<strong>Option 2<\/strong><\/p>\n<p>You have the option to make the document visible during the lifetime of the workflow<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355978-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355978-translated.png\"><\/p>\n<p>Click  &nbsp;<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355979-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355979-translated.png\">&nbsp;To proceed to step 2<\/p>\n<p><strong><u><br \/>\n<\/u><\/strong><\/p>\n<p><strong><u>Step 2&nbsp;: Add Tasks  <\/u><\/strong><\/p>\n<p><u>Creating a Task<\/u><\/p>\n<p>By default, task 1 is displayed, and you can also edit the task settings by clicking the<span>&nbsp; &nbsp;<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/273355980.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/273355980.png\"><\/span> <\/p>\n<p><span>When you want to add tasks, you must choose at least one actor to run that task and set a duration<\/span><\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355981-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355981-translated.png\"><\/p>\n<p>&nbsp;Note: if you assign the task to more than one actor, you must choose a validation strategy. You have several options&nbsp;:<\/p>\n<ul>\n<li>Only one user needs to process the task<\/li>\n<li>The actor of the previous task chooses the actor of the task to be processed<\/li>\n<li>All users must process the task<\/li>\n<\/ul>\n<p><span>&nbsp;<img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355982-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355982-translated.png\"><\/span><\/p>\n<p>By clicking on the <strong>Advanced&nbsp;Settings<\/strong>you can choose the <strong>type of task <\/strong>(validation, consultation, delegation or external processing) and add a<strong> comment.<\/strong><\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355983-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355983-translated.png\"><\/p>\n<p>Click the <strong>Back&nbsp;<\/strong>button if you want to go back to the previous step<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355984-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355984-translated.png\"><\/p>\n<p>To add a new task, simply click on the <strong>Add Step&nbsp;<\/strong>&nbsp; button:&nbsp;<\/p>\n<p>&nbsp;The following interface allows you to add other tasks if you wish<span>&nbsp;, e.g. &#8220;Validation&nbsp;&#8221;&nbsp;<\/span>:<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355986-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355986-translated.png\"><\/p>\n<p>The<strong> Continue<\/strong>&nbsp; button: allows you to proceed to the next step.<\/p>\n<p><strong><u><br \/>\n<\/u><\/strong><\/p>\n<p><strong><u>Step 3&nbsp;: Notification at the end of the execution<\/u><\/strong><\/p>\n<p>At the end of a workflow run, you can notify supervisors and other users and groups about the status of the outgoing document.<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355987-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355987-translated.png\"><\/p>\n<p>Click <strong>Continue<\/strong> to proceed to step 4<\/p>\n<p><strong><br \/>\n<\/strong><\/p>\n<p><strong><u>Step 4&nbsp;: Start the Workflow<\/u><\/strong><\/p>\n<p>&nbsp;Once the steps are complete, click <strong>start<\/strong> to start the WF<\/p>\n<p><strong><u><br \/>\n<\/u><\/strong><\/p>\n<p><strong><u><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355988-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355988-translated.png\"><\/u><\/strong><\/p>\n<p>A message will appear informing you that the operation was completed successfully<\/p>\n<p><img decoding=\"async\" class=\"confluence-embedded-image\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355989-translated.png\" data-image-src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355989-translated.png\"><\/p>\n<p><strong><u><br \/>\n<\/u><\/strong><\/p>\n<p><strong><br \/>\n<\/strong><\/p>\n<p><strong><br \/>\n<\/strong><\/p>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>On this page: On-the-fly workflow definition Create a workflow on the fly On-the-fly workflow definition This feature allows you to create a single workflow that has the same lifespan of the selected document. On-the-fly workflows address a one-time need when a document requires a specific validation flow. &nbsp; Create a workflow on the fly View [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20491,"menu_order":3,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20436","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20436","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20436"}],"version-history":[{"count":1,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20436\/revisions"}],"predecessor-version":[{"id":20490,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20436\/revisions\/20490"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20491"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20436"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}