Workflow User

When you configure a connection profile, you must provide a Laserfiche user that Workflow will use to make changes to a Laserfiche repository. You may also want to configure your starting rules to ensure this user can't start the workflow. Otherwise, you could get into a situation where a workflow might accidentally start itself, resulting in a runaway workflow.

Tips for Choosing an Account to Use for the Workflow User

• The Workflow User must be a Laserfiche user account. Workflow does not support using a domain user account in this role. Also, there may be additional overhead when signing in to a repository using a Laserfiche Directory Server user account. For best performance, specify a Laserfiche Server repository user account.
• The Workflow User must have sufficient rights and privileges (as defined in the Laserfiche Administration Console) to perform the actions requested by Workflow activities. The Workflow User specified in a business process connection profile must at least have access to the entries that will show the business process details.

Example: If a workflow contains the Rename Entry activity, the Workflow User must have sufficient rights to rename the entry in question.

• When the Workflow User tries to make changes in a Laserfiche repository, its feature rights are ignored, and only its access rights and privileges will be respected.
• The Workflow User does not require a named user license. Although, any username and password can be used for the Workflow User, even that of a named user, we do not recommend making the Workflow User a licensed user.
• If the Workflow User's information (e.g., Laserfiche name or password) is changed in the Laserfiche Administration Console, any associated connection profiles must be updated. Failure to do so may cause your workflows to run incorrectly.

Excluding the Workflow User

When you're configuring a starting rule, you may want to exclude the Workflow User from being able to satisfy the starting conditions.

Situations where you might want to exclude the Workflow User are:

• When you want to ensure that only a deliberation action by a person will start the workflow. The Workflow User only takes action automatically when a workflow runs.
• If a workflow, or a set of workflows, are configured in such a way where they could satisfy their own starting conditions then you could end up with a runaway workflow situation. In this situation a workflow's actions satisfy the conditions of its own starting rule, creating an endless loop of workflows. Excluding the Workflow User avoids this situation.

To exclude the Workflow User, create a condition in your starting rule that reads: User does not equal your Workflow User's username

Sometimes, you might want certain workflows to be able to start other workflows. In these situations, you wouldn't want to exclude the Workflow User.