HOW A GROUP WORKFLOW LOOKS
Group workflows appear in your normal WORKFLOWS list with a GROUP badge and a version chip, for example V1. You can Edit, Start and Duplicate them, but you can't delete/archive them; only the group can archive one.
When you open one, the header reads MANAGED BY YOUR GROUP · V1, with a legend showing what each badge means. Buttons at the top let you Start workflow, Duplicate as local workflow or open Group documents.
CUSTOMISE A FIELD
On each action, you can change the Title, the Description (for Email actions, this is the text of the email that's sent automatically), the Assignees, the Responsible person (where the action type has one) and the Attachments.
The first time you edit a field, Altra warns you: This field will stop receiving group updates until you reset it to the group value. Click Continue to go ahead. Once saved, the field shows a badge with your name and the date:
Group value — comes from the group. You haven't changed it.
Customised — you changed it, and it stays even when the group publishes a new version.
Customised — group version has changed — you changed it, and the group later changed the same field. Your value and Current group version are shown side by side: keep yours, or click Reset to group value.
Changing assignees or attachments replaces the group's list for that action; it doesn't add to it.
WHAT YOU CAN'T CHANGE
The structure belongs to the group. You can't add, delete or move actions, or change sections, action types, dates, surveys or Content Library items. These fields show a lock icon and Managed by your group.
WHEN THE GROUP PUBLISHES A NEW VERSION
Fields you haven't customised take the new group value automatically.
Fields you have customised keep your value. If the group also changed that field, the badge switches to Customised — group version has changed.
If the group deletes an action you had customised, that customisation is archived.
Workflows already running for residents are never affected. On the ACTIVE tab, each one shows the version it started from, for example started from v2.
After each publish that reaches your worksite, you get an email listing the old and new versions, how many actions were added, changed or removed, and how many of your customisations now differ from the group version.
DUPLICATE AS LOCAL WORKFLOW
Click Duplicate as local workflow to create a fully independent copy called <name> (Copy). Your customisations become normal values and slot documents become normal files, so you can edit everything. The copy no longer receives group updates and doesn't appear in group reports.
GROUP DOCUMENTS
The GROUP DOCUMENTS tab lists every document slot that a group workflow at your worksite needs, and which workflows need it. Each slot has one of three states:
Bound — your worksite has uploaded its own file. You can replace or remove it.
Using group default — you have no file of your own, so the group's file is used. Upload your own to use it instead.
Missing — there's no file at all, so workflows that need it can't start. Click Upload.
One upload covers every workflow that uses that slot. If you remove a file and the group has no default, the page tells you which workflows can no longer be started.
MISSING DOCUMENT — CANNOT START
If a workflow needs a document your worksite hasn't provided:
Its row on the WORKFLOWS tab shows Missing document — cannot start, with a Provide it link.
The workflow page shows a red banner linking to Group documents.
Clicking Start lists the missing documents and the actions that need them, and nothing starts.
Upload the file on the GROUP DOCUMENTS tab, then start the workflow again. You also get an email as soon as a document goes missing, listing which workflows need it.
FREQUENTLY ASKED QUESTIONS
Why can't I start this workflow? Either it isn't published yet (check WORKFLOWS > Unpublished), or it's a group workflow with a missing document. Click Provide it and upload the file.
The group published a new version, but my worksite still shows an old description. Why? Someone at your worksite customised that field, and customised fields keep their value. Look for Customised — group version has changed and click Reset to group value if you want the new text.
Why is there no Delete button on a group workflow? Only the group can archive a group workflow. If you need full control, use Duplicate as local workflow.
Tips.
Before starting a group workflow, check GROUP DOCUMENTS for missing files.
RELATED ARTICLES
Workflows: an introduction
Creating a Workflow
Starting, Completing and Closing Workflows
Group Workflows: for Group Admins
Giving a group user (HQ) a staff type