How can I use a single workflow for multiple catalog items with slight modifications for each item?

Astik Thombare · ‎01-18-2025

Hi Community,

I have a quick question.

If you want to use a single workflow for multiple catalog items with slight modifications specific to each item, how would you approach this? What solutions would you suggest for incorporating these modifications efficiently?

MackI · ‎01-19-2025

hi @Astik Thombare

When you have multiple catalog items that require similar but not identical workflows, it's inefficient to create a separate workflow for each one.

A more elegant and scalable solution is to design a single workflow that leverages a decision table to handle the variations between the items.

Design a decision table with inputs like catalog item name and common variables, and outputs like approval group and task assignment.

Create rules for each variation, and implement the workflow in Flow Designer using a Decision action and subsequent actions based on the decision outputs. Remember to handle missing variables and dynamically build task descriptions.

I want to share one of my pdf article about this by using 7 catalogue item in a single workflow in flow designer.

Please see the attached PDF document for your reference in this reply.

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Runjay Patel · ‎01-18-2025

Hi @Astik Thombare ,

You can create one generic sub flow which you can use in multiple catalog item and call it from each catalog item.

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Astik Thombare · ‎01-19-2025

Hi @Runjay Patel ,

But what if each catalog item has some slight modification in process then ?

Thanks,
Astik

Runjay Patel · ‎01-19-2025

Then you have to make a copy of existing flow and do the changes , there is no harm keeping separate flow for each catalog item.

Beth Clingenpee · ‎05-14-2025

It may depend on what the "slight modifications" are. If the flow generates a RITM / SCTASK that can be assigned directly to the assignment group identified in the item as the Fulfillment group and if there are just different variables on each item, then as long as you mark the variables as global=true, they will be brought over to each RITM and/or SCTASK generated in the flow. But if you need to have logic in the flow to generate tasks or approvals to different assignment groups based on answers given in the variables, then it's probably best to have a separate flow.