Workflows allow an administrator to customize the behavior of Password Manager. Workflows are divided into two categories: self-service and helpdesk workflows.
Self-service workflows define the behavior of the Self-Service site. All configured and enabled self-service workflows will be available on the Self-Service site as tasks available to Password Manager users. To modify the task behavior, edit the corresponding workflow.
Helpdesk workflows define the behavior of the Helpdesk site. All configured and enabled helpdesk workflows will be available on the Helpdesk site as actions available to helpdesk operators. To modify the task behavior, edit the corresponding workflow.
A workflow consists of activities; each activity can be configured independently of other activities.
Activities are grouped into three categories: authentication, actions and notifications.
Authentication activities are a group of activities that provide different authentication options, for example authentication with password or Questions and Answers profiles, or phone-based authentication.
The actions category includes activities that are core components of the workflows, for example Unlock Account, Edit Q&A Profile, Reset Password, and other activities.
Notification activities are activities that you can use to configure email notifications for users and administrators, and specify conditions under which the notifications should be sent.
All available activities are displayed in the left pane of a workflow designer. To add an activity to a workflow, simply drag the activity to the right pane of the workflow designer. To remove an activity, click the Close button on the activity box.
The right pane of the workflow designer displays a workflow structure: which activities should be performed and in what order. The activities are executed in the order they appear in the workflow designer. You can change their order by moving activities up or down in the workflow designer.
A workflow can be in one of the three states: Success, Failure, Critical Error. These states determine how a workflow is performed, i.e. what activities are executed.
If no errors occur during a workflow execution, the workflow state is success. In this state all activities except Email user if workflow fails, Email administrator if workflow fails, Lock Q&A profile, and Restart workflow if error occurs are performed.
If an error occurs when performing an activity, the Failure state is set for a workflow. After this, only the following activities are performed in the workflow (if such activities are present in the workflow): Email user if workflow fails, Email administrator if workflow fails, Lock Q&A profile, and Restart workflow if error occurs. Note that the Restart workflow if error occurs activity resets the workflow state to Success and reruns the workflow from the beginning.
If a critical error occurs, for example user’s account or Q&A profile gets locked, the Critical Error state is set for a workflow. Then only the Email user if workflow fails and Email administrator if workflow fails activities are performed, if they are included in the workflow. After these activities are performed, the workflow is stopped.
For each workflow you can set the availability settings (whether the workflow is enabled and displayed on the Self-Service or Helpdesk site) and the language settings.
The language settings allow you to specify a custom name and description of a workflow for the Self-Service or Helpdesk site in the default and additional languages (only the languages to which the Self-Service and Helpdesk sites are localized are available).
To specify language settings
To specify availability settings