Importing and Exporting Workflows

Accolade provides Administrators and Process Designers the ability to export workflows from one Accolade environment and import it into another Accolade environment. For example, your company may have a test environment set up during your implementation, or you may have company branches that are new to Accolade that are hosted in a separate environment. Instead of having to recreate workflows in each environment, download the information and import it into the new environment.

The download exports the workflow configuration into a spreadsheet file with the information grouped into the following tabs within the file:

• Details
• Start Conditions
• Migration Map Rules
• Migration Map Rule Conditions
• Steps
• Action
• Action Conditions
• Automated Step
• Automated Action Conditions
• Automated Gate Decision Rules
• Access Groups

To export workflows:

1. From the System menu, select Process > Workflows.
2. Select the workflows that you want to download.

To narrow the list by workflow name or system name, add the criteria to filter by in the appropriate filter text box. These filters are case insensitive.

3. Click Download in the top right corner of the page.

By default, the file exports automatically to a temporary internet files directory. Save it to a more accessible location.

Note:  Only components to which you have view and/or edit configuration access group rights will download. Components you can only view may be included in the file, but you can only upload changes to areas to which you have explicit edit permission.

To import workflows into Accolade:

1. Ensure the data within the spreadsheet meets the requirements for a successful import.
2. Remove any workflows that you do not want to include in the upload from the spreadsheet and save the file.
3. From the System menu, select Security & Groups > Workflows.
4. Click Upload in the top right corner of the page.
5. Click Load File and select the spreadsheet file to load.
6. Click Upload File.

Accolade uploads the changes to the workflows in the spreadsheet, and adds any new workflows with unique system names.

7. (Optional) Click Print to print the import results for your records.

Note:  Components that are imported are subject to group configuration rules. The user may assign components in a way that the configuration access groups are not consistent. This behavior is not allowed in the UI, and mismatches in either the user's access rights or the component's access group restrictions may result in warning or error messages during the upload, and may result in an incomplete upload.

Workflow Settings Included in the Spreadsheet File

The columns in the downloaded spreadsheet include the settings for each workflow in the order listed below. For a description of each workflow setting, see Creating Workflows.

Important! Using the import and export tools to update configuration can result in unintended changes if information is missing or creates an error during the import process. Sopheon recommends reviewing Importing and Exporting Configuration Components Best Practices before making changes in a production environment.

• Details

   

  Column Name	Accepted Values on Upload*	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new workflow is created.
  Workflow Name	Any	If blank, the workflow does not upload.
  Description	Any	Can be blank.
  Category	Alphanumeric characters	If a new, unique category name exists in the file when uploaded, a new category is created. If left blank, the workflow is placed in the Default category.
  Active	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Users cannot own multiple actions	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Delete	Yes, Y, True, 1, X*	All other values are treated as No on upload. The workflow cannot be deleted if in use.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Start Conditions

  Start conditions are optional when importing workflows. The worksheet must be included in the spreadsheet file, and has the following guidelines:

  • If the workflows have new start condition requirements, enter the new information to upload.
  • If the workflows have existing start condition requirements that are not being changed, leave the existing information in the spreadsheet. Clearing out the information will cause the upload to delete the requirement.
  • If the workflows do not have start condition requirements, the worksheet can be left blank.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Metric System Name	Valid metric system name	If blank, the start condition requirement does not upload. Start condition requirements can include multiple metrics. Enter a separate row for each metric being added.
  Metric Value	Valid metric value	Ensure the value entered here is appropriate for the metric type. For example, a Date metric should have a date as a value. If blank, the start condition requirement does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Migration Map Rules

  Migration maps are optional when importing workflows. The worksheet must be included in the spreadsheet file, but can be left blank if the workflows do not have migration map requirements.

  Column Name	Accepted Values on Upload*	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Rule System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new rule is created.
  Rule Name	Any	If blank, the rule does not upload.
  Map System Name	Valid migration map system name	If blank, the rule does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Migration Map Rule Conditions

  Migration maps are optional when importing workflows. The worksheet must be included in the spreadsheet file, and has the following guidelines:

  • If the workflows have new migration map condition requirements, enter the new information to upload.
  • If the workflows have existing migration map condition requirements that are not being changed, leave the existing information in the spreadsheet. Clearing out the information will cause the upload to delete the requirement.
  • If the workflows do not have migration map condition requirements, the worksheet can be left blank.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Rule System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new rule is created.
  Map System Name	Valid migration map system name	If blank, the migration map condition requirement does not upload.
  Metric System Name	Valid metric system name	If blank, the migration map condition requirement does not upload. Migration map condition requirements can include multiple metrics. Enter a separate row for each metric being added.
  Metric Value	Valid metric value	Ensure the value entered here is appropriate for the metric type. For example, a Date metric should have a date as a value. If blank, the migration map condition requirement does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Steps

   

  Column Name	Accepted Values on Upload*	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a step exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new step is created. The Step and Automated Step system names must be unique within their related workflow.
  Step Name	Any	If blank, the step does not upload.
  Proceed after 1 decision	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Order	Any number	The field is set to 0 on upload if no value is entered or the value is not a number. The Step and Automated Steps order values must be unique within their related workflow.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Action

   

  Column Name	Accepted Values on Upload*	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Action System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow step exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new action is created.
  Action Name	Any	If blank, the action does not upload.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a step exists, its settings are changed with the values in the uploaded file.
  Description	Any	Can be blank.
  Function	Valid function system name	If Function is defined, Enforce on User Selection should be set to Yes. Can be blank.
  Enforce On User Selection	Yes, Y, True, 1, X*	If Yes is selected, Function must be defined. All other values are treated as No on upload.
  Owner	Valid Accolade user	Can be blank.
  Permissions	Can Approve Can Edit Can Edit and Publish	If blank, the action does not upload.
  Can Skip	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  Auth Req	Yes, Y, True, 1, X*	All other values are treated as No on upload.
  # Days	Any number	The field is set to 0 on upload if no value is entered or the value is not a number.

  * For any column that accepts Yes, Y, True, 1, or X, you can also enter No, N, False, or 0 if it helps you when entering data in the spreadsheet. All values other than Yes, Y, True, 1, or X are treated as No when you upload the spreadsheet.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Action Conditions

  Action conditions are optional when importing workflows. The worksheet must be included in the spreadsheet file, and has the following guidelines:

  • If the workflows have new action condition requirements, enter the new information to upload.
  • If the workflows have existing action condition requirements that are not being changed, leave the existing information in the spreadsheet. Clearing out the information will cause the upload to delete the requirement.
  • If the workflows do not have action condition requirements, the worksheet can be left blank.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a step exists, its settings are changed with the values in the uploaded file.
  Action System Name	Alphanumeric characters, underscore**	Used for matching for upload. If an action exists, its settings are changed with the values in the uploaded file.
  Metric System Name	Valid metric system name	If blank, the action condition requirement does not upload. Action condition requirements can include multiple metrics. Enter a separate row for each metric being added.
  Metric Value	Valid metric value	Ensure the value entered here is appropriate for the metric type. For example, a Date metric should have a date as a value. If blank, the action condition requirement does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Automated Step

  Automated steps are optional when importing workflows. The worksheet must be included in the spreadsheet file, but can be left blank if the workflows do not have automated steps.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If an automated step exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new automated step is created. The Step and Automated Step system names must be unique within their related workflow.
  Step Name	Any	If blank, the step does not upload.
  Automated Action System Name	Alphanumeric characters, underscore**	Used for matching for upload. If an automated action exists, its settings are changed with the values in the uploaded file. If a new, unique system name exists in the file when uploaded, a new automated action is created.
  Automated Action Type	CreatePDF PublishLatestDocumentVersion SetGateDate SetGateDecision	If blank, the automated action does not upload.
  Template Source	DeliverableTemplate WorkflowTemplate	If Automated Action Type is selected as CreatePDF, a value must be entered. Use DeliverableTemplate as the template source for both deliverables and activities. Otherwise leave blank.
  Order	Any number	The field is set to 0 on upload if no value is entered or the value is not a number. The Step and Automated Steps order must be unique within their related workflow.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Automated Action Conditions

  Automated action conditions are optional when importing workflows. The worksheet must be included in the spreadsheet file, and has the following guidelines:

  • If the workflows have new automated action condition requirements, enter the new information to upload.
  • If the workflows have existing automated action condition requirements that are not being changed, leave the existing information in the spreadsheet. Clearing out the information will cause the upload to delete the requirement.
  • If the workflows do not have automated action condition requirements, the worksheet can be left blank.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a step exists, its settings are changed with the values in the uploaded file.
  Metric System Name	Valid metric system name	If blank, the automated action condition requirement does not upload. Automated action condition requirements can include multiple metrics. Enter a separate row for each metric being added.
  Metric Value	Valid metric value	Ensure the value entered here is appropriate for the metric type. For example, a Date metric should have a date as a value. If blank, the automated action condition requirement does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Automated Gate Decision Rules

  Automated gate decisions are optional when importing workflows. The worksheet must be included in the spreadsheet file, and has the following guidelines:

  • If the workflows have new automated gate decision condition requirements, enter the new information to upload.
  • If the workflows have existing automated gate decision condition requirements that are not being changed, leave the existing information in the spreadsheet. Clearing out the information will cause the upload to delete the requirement.
  • If the workflows do not have automated gate decision condition requirements, the worksheet can be left blank.

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Step System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a step exists, its settings are changed with the values in the uploaded file.
  Automated Gate Decision Rule	Go Kill Hold Recycle Pending Decision	If Automated Action Type on the Automated Step worksheet is selected as SetGateDecision, a value must be entered. Otherwise leave blank.
  Metric System Name	Valid metric system name	If blank, the decision rule condition requirement does not upload.
  Metric Value	Valid metric value	Ensure the value entered here is appropriate for the metric type. For example, a Date metric should have a date as a value. If blank, the decision rule condition requirement does not upload.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).

   

• Access Groups

   

  Column Name	Accepted Values on Upload	Additional Notes
  Workflow System Name	Alphanumeric characters, underscore**	Used for matching for upload. If a workflow exists, its settings are changed with the values in the uploaded file.
  Access Group	Valid access group system name	Include a separate row for each access group.

  ** Limited to characters between a - z, A - Z, and 0 - 9, and the underscore ( _ ).