15 March 2008

Part 2 - Setting up a Workflow

Objective: Develope the knowledge and skills of configuring workflow after installing TeamSite.


There are two types of source files that are used with TS workflow, i.e. file with the extension *.wft and *.ipm. Either one of these two source files are used in v.6.7.1 (but v6.5 only uses the *.wft) to run the workflow:

  • wft extension - Also referred to as a WFT (pronounced “wooft”) or Workflow Template file, this file contains a combination of Perl and XML.The Workflow Template file defines the framework, and the fields of information
    needed to generate a static Workflow object description. Some WFT by default are already enabled in TS server. The WFT was used in the early version of TS v6.5.0. However it still can be used in the later version of TS 6.7.1 which is backward compatible.

  • ipm extension - A workflow model file that contains XML. A Workflow Modeler tool is a commonly used for creating/editing a ipm files. This workflow model file can only be used in the later release of TS v6.7.1

Workflow Templates
TS has 6 default "wooft" files that are shipped "out of the box" (See Default Workflow Templates for more details) and there are also 4 example workflows (See Example Workflow Template for more details), Only 2 default workflow templates (default_TFO_submit.wft & author_submit_dcr.wft) are enabled by default in TS server while the rest are NOT yet all enabled.

There are 4 solution workflow templates already installed and enabled on TS server by default and its located at iw-home/local/config/wft/solutions/ folder.

So to enable an existing workflow template not yet enabled or whenever a new worflow template file is created, follow these instructions, which initiailly requires configuring the available_template.cfg XML file.

In summary, the workflows that are active by default (that is, they have an entry in the available_templates.cfg file) are marked with an asterisk (*):

  • author_assignment.wft
  • author_submit.wft
  • author_submit_dcr.wft*
  • default_assign.wft
  • default_submit.wft
  • default_TFO_submit.wft*


  • author_assignment_with_nested_job.wft
  • cgi_task_test.wft
  • concurrent_approval.wft
  • external_task_test.wft
  • url_external_task_test.wft
  • serial_approval.wft


  • author_submit_with_deploy.wft
  • author_submit_with_email.wft
  • author_submit_with_metadata.wft
  • configurable_author_assignment.wft*
  • configurable_author_submit.wft*
  • configurable_default_submit.wft*

Workflow models
TS has 6 example workflow models located at iwhome\install\AdminStore\workflowModeler folder (assuming iwhome is the TS installation folder path, usually at c:\interwoven\teamsite) but are NOT enabled by default.

To enable it or whenever a new customised workflow model is created/added, available_models.xml file (see section below) must be always be initially configured. Once finish editing the avaiable_model.xml in TS sererver, it needs to be published into staging.

* Note: Ensure that all files located in /iwadmin/main/workflowModels/WORKAREA/iw-wa/Internal folder has been published to staging when using a workflow model for the first time after TS installation.

Workflow user
There are two TS user types when using the workflow:

  • Workflow User - Start and interact with workflow jobs. By default all users in TS are in this role

  • WorkflowAdmin - Create or revise existing models. Modify model configuration, user access and behaviour. By default only Sysadmin user is in this role.

Managing Workflow Models

Workflow models are stored in TS server in the iwadmin/workflowmodels/workarea branch, which contains:

  • Config folder - Configuration XML files for each workflow model that control how jobs are instanitiated.

  • Instance folder - Copies of all instantiated worfklow job specifications.

  • Internal folder - Contains XML files, especially the available_models.xml file which controls model activiation and access

  • Models folder - All workflow model files (.ipm extensions).

Model behaviour and activation can be controoled from each brach or globally from administration tab when logging into TS as an administrator.

Managing availiable_models.xml

To manage this xml file , logged into TS as either a Master or a WorflowAdmin user. The available_models.xml file is use to determine which workflow will execute based on:

  • Command (events that can trigger workflows)

  • Role (of the current user)

  • Group (groups the current user belongs to)

  • Branch (currently active branch)

  • User name (user name of current user)

  • *Event types (workflow event types settings that determine what event(s) will trigger the execution of a workflow)

*The standard workflow event types are as folows below. Note that if more than one workflow model is assigned to a givent event they will be presented with a selector to choose which workflow to execute.

  • all: Any worfklow events causes this workflow to run.

  • assign: User selected Actions->Assign

  • new_job: User selected Actions->New Job

  • submit: User selcted the Submit button in ContentCenter

  • tt_data: User saved a TS templating DCR in CententCenter Standard

  • t_deletedcr: User delted a DCR in ContentCenter Standard

  • new_TFO_job:b New job selected in TS Front Office

Availiable Elements
  • availiable_model element- Top level element contains 1 or more model elements

  • require_workarea element- True (default is false): Means workflow should be used from a workarea context and can't start a job without selecting a workarea.

  • model element - Each model element relates to one workflow model files. model contains allowed sub-element that determines how the model can be activated.

Model Elements

  • path attribute - "prod" or "debug"

  • name attribute - Name of the model, without ipm extensions

  • active attribute - To enable/disable the model (default is "yes")

  • One allowed sub-element per model element - Controls access to the workflow model

Allowed sub-element

  • command attribute - action of user ("assign", "new job", "submit", "tt_data", "tt_deletedcr", "new_TFO_job")

  • role attribute - role of user ("reviwer", "editor", "author")

  • group attribute - membership of user

  • branch attribute - current context

  • user attribute - name of account user

  • and: apply list of rules

  • or: 1 rule of list must match

  • not: exclusion rule
Using branch

Branch name attribute is a vpath regular expression used for any branch or workarea, except not staging, editions or content sub directories

Always use forward slashes

".*" - Any branch

"^/branch name/" - All branches in branch name.

Workflow Log Files

  • iwjoberrrs.log - Shows compelete instantiated workflow and error messages.

  • iwtrace.log - Shows job and task started and stop information and error messages. Located from Logs section in administration tab or c:\interwoven\teamsite\local\logs\


Aman Bhalla said...

Thats really helpful material related to teamsite workflows. Even I have the Teamsite Admin Guide and Workflow Developer Guide butI didn't found that helpful. Can you please let me know from where you have gathered this information

sandeep kumar said...