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Overview
Occasionally, you may need to replace a workflow applied to an individual page or update an active workflow applied across pages within a space. What happens to your approvals and the assigned reviewers when you make these changes?
Scenario One - replace a page workflow
What happens to my reviewer assignments for the workflow approval if I remove a Page Workflow and adding add a new one to a document, if the new workflow uses the same workflow states as the old workflow and the workflow events and actions history (document activity) was retained, the document is automatically moved ?
existing workflow with Approved state
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new workflow with Published state
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Answer
When you remove an existing Page Workflow from a page and add a new one, the following takes place:
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Matching Workflow States
Our current applied workflow is in the Rejected state.
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If the new workflow has the same state (Rejected) as the removed one and the history of workflow events and actions (document activity) is retained:
the new workflow applied to the document transitions to the current state of the page
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from the old workflow
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However, if the page had an approval process running before changing the workflow to the new one, a user who is already assigned as a reviewer does not change unless the page is transitioned. The workflow transition causes the approvers/reviewers to be refreshed with the new user values for reviewers added to the new workflow.
In the following example, the user ‘Ashley’ was automatically added as an approver in the Review state
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Now, If the already running workflow is modified with another approver, the page needs to be updated for the approval user to change.
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Ongoing Approval Process
If there was an ongoing approval process on the page before switching to the new workflow:
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The new workflow has the same approval workflow state (Review) as the removed one and the history of workflow events and actions (document activity) is retained, then
the new workflow applied to the document transitions to the current state of the page from the old workflow
reviewers remain the same unless the page transitions into the approval state
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upon a workflow transition into the Review state, the reviewers are updated with new user values specified by the new workflow
States do not match
If the new workflow does not include the same state as the current state for the removed one, for example
Approved in the original workflow
Published in the new workflow
Switching to a new workflow sets the state as the initial state of the new workflow, even if the history of workflow events and actions (document activity) is retained.
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Scenario 2 - update an active space workflow
What happens to my reviewer assignments for a workflow approval if I edit an active space workflow?
Answer
The same process of managing reviewer assignments in changing a workflow (Scenario One) is applied when editing an existing applied custom space workflow.
In the following example, the applied space workflow is
in the Review state
user Ashley assigned to the Approval
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In the applied space workflow, the reviewer assignment for the Review state approval is done by the workflow on the transition into the state.
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While the workflow is in the Review state, adding a new reviewer for this approval in the active space workflow won't change the approval reviewer unless a workflow event occurs. For example
a transition into the state
an edit to update the page
In our example, the event is a page edit, displayed in the document activity report as “Changed state to Review by Adriana. This is the user who edited the page.
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On the transition event, the updated space workflow assigned the new reviewer value - “Adriana” - to Approval in the state.
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