Edit template workgroups

Inspire provides you with workgroups that you can use to collect participants that are needed to complete task activities.

You must have permission to work with workflow templates.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

Tips and tricks

  • If you want to learn more about the default Workgroups provided by Inspire, read Manage template workgroups.

  • If you just want to change the workgroup used in an Activity, follow the steps in: Update an activity's workgroup.
  • You can also create a new workgroup instead of editing an existing workgroup. Follow the steps in: Create a new template workgroup.
  • Workgroups are specific to the template where they are created. If you want to use the same Workgroup in multiple templates, you must open each template and create the Workgroup.
  • After you assign users to Workgroups, their names are pre-populated in workflow templates and when a workflow is started.

To edit an existing workgroup:

  1. Click Components.
  2. In the Folders pane, select Workflows.

    If you have moved the template to another folder, go that location instead.

  3. In the Components pane, select a workflow.

    To open the template, do one of the following:

    • Double-click the file
    • Right-click the file, and then select Edit...
    • Click the Options menu, and then select Edit...
    Results: You see the workflow activities and transitions in the editor.
  4. On the toolbar at the top of the editor, click Workgroups.

    Results: You see the Workgroup Management screen.

  5. On the Workgroup Management screen, select the workgroup you want to change and then click Edit.

    Results: You see the Update Workgroup screen.

  6. In Name, you can edit the title to be unique and descriptive of the skill set all users should have to belong to this workgroup.
  7. Optionally, you can add more details about when to assign this workgroup to an Activity in Description.
  8. If you want this workgroup to only include the user who creates the workflow using this template, select Is Coordinator.
    If you select Is Coordinator, then you cannot add participants to the Workgroup. You can skip Step 9 and go directly to Step 10.

  9. If you did NOT select Is Coordinator, then select Add Participant.
    1. On the Select Users/Roles screen, select one or more users or roles.

      Notes:

      • The list of users is not limited to who has been included in the project.
      • If a user is selected or in a role but not a participant in the project where a workflow is being created, then Inspire adds that user to the project.
    2. Click Select.
      Results:
      • You can see the list of users and roles you have added to the new workgroup.
  10. To save your changes, click Update.
    Results:
    • Your workgroup changes are saved.
    • Any Activity using this workgroup also has the changes.
    You can now:
    • Assign your updated workgroup to an activity. Follow the steps in: Update an activity's workgroup.
    • If you are done updating the workflow, to close the workflow editor, click Save and Submit.
    • If you want to keep working but save your changes locally, click Save Progress.