Workflow editor

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read
    • Summarize
    Summarized using AI
    This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.

    Summary of Workflow editor

    The Workflow Editor in ServiceNow Yokohama enables users to create and modify workflows by arranging and connecting activities that drive business processes. It provides a single interface to manage multiple workflows, create custom activities, and utilize existing activities as data sources. Access to the editor and workflow actions is role-based: users with theworkflowcreatorrole can create workflows, while those with theworkflowadminrole can create, modify, delete, and publish workflows.

    Show full answer Show less

    To launch the Workflow Editor, navigate to Workflow > Workflow Editor.

    Welcome Screen

    Upon opening the editor, the Welcome page displays a list of active, published workflows and offers quick actions:

    • Published: View published workflows
    • Checked Out: View workflows currently checked out to the user
    • Help: Access workflow-related help resources
    • New Workflow button: Create a new workflow

    The palette on the Welcome page organizes activities and subflows into tabs, including Workflows, Core activities, Orchestration Packs, Custom activities, and Data activities. Some tabs appear only if the orchestration plugin is installed.

    If the Welcome page has been customized before upgrading to Yokohama, it can be reverted to the latest version by editing the workfloweditorwelcome UI page under System UI > UI Pages.

    Workflow Canvas

    After opening or creating a workflow, the editor displays the workflow canvas. This is the main workspace where you visually build workflows by dragging activities from the palette onto the canvas and configuring transitions.

    • Canvas Tabs: Switch between multiple workflows being edited
    • Title Bar: Shows the workflow name and status (e.g., Checked out or Published) and provides menu options for configuration, testing, and validation
    • Palette Tabs and Palette: Access various workflow activities and subflows organized by category for easy drag-and-drop onto the canvas

    Additional Features

    • The workflow palette includes default activities and existing workflows usable as subflows.
    • The editor supports keyboard navigation and accessibility features to accommodate users with disabilities.

    Practical Benefits for ServiceNow Customers

    ServiceNow customers can leverage the Workflow Editor to efficiently design and maintain workflows that automate complex business processes. The role-based access ensures proper governance, while the organized palette and visual canvas simplify workflow construction. The inclusion of orchestration activities and custom activity options expands automation capabilities. Accessibility features make the editor usable for a broad range of users.

    Overall, the Workflow Editor in Yokohama empowers customers to create robust, manageable, and reusable workflows that improve operational efficiency and process consistency across their ServiceNow environment.

    The Workflow Editor is an interface for creating and modifying workflows by arranging and connecting activities to drive processes.

    You can manage multiple workflows in the same screen, create custom workflow activities, and use existing activities as data sources. Users with the workflow_creator role can create workflows. Users with the workflow_admin role can create, modify, delete, and publish workflows.

    To open the Workflow Editor, navigate to Workflow > Workflow Editor. For information about using the editor, see Create a workflow.

    Welcome screen

    The editor opens with the Welcome page, which displays a list of active, published workflows. From this tab, you can open existing workflows, create new workflows, and open help resources related to workflow.

    Workflow welcome screen

    Number 1 iconList display filters
    Published: Click to view list of published workflows
    Checked Out: Click to view list of workflows checked out to current user
    Help: Click to view links to help resources for workflow
    Number 2 iconNew Workflow button
    Click to create a new workflow
    Number 3 iconPalette tabs
    Workflows: Workflow activities and workflows you can use as subflows.
    Core: Available workflow activities appropriate for the selected workflow. Contents can include activities provided by the base system and those purchased with orchestration.
    Packs: Orchestration activity packs downloaded from the ServiceNow® App Store, organized by vendor and scope. Custom activities and workflows that you scope also appear as packs. Only visible if the orchestration plugin is installed.
    Custom: Orchestration custom activities available. Only visible if the orchestration plugin is installed.
    Data: Activities in the current workflow that output data. You can use these activities as data sources for other activities. Only visible if the orchestration plugin is installed.
    Note:
    If your workflow welcome page does not look like this example, you may have customized the workflow welcome page before upgrading to Yokohama. You can update the workflow welcome page to the latest version by editing the UI pages .

    Navigate to System UI > UI Pages > Workflow Editor welcome. In the UI page record for workflow_editor_welcome, scroll to the Versions related list. Select the row for the version corresponding to the upgrade to Yokohama, right-click and select Revert to this version.

    Workflow canvas

    After you open or create a new workflow, the system displays the workflow canvas. On the canvas you interact with the Workflow Editor through several different elements: the canvas itself, the canvas tabs, the title bar, the palette, and the palette tabs.

    The drawing canvas is where you add activities and configure transitions for checked out workflows. Add an activity by dragging it from the palette to the workflow in the canvas. For more information, see Create a workflow.

    • Canvas tabs: Contains tabs for accessing workflows being edited or created.
    • Title bar: Displays the workflow name and status. Provides a menu and controls for configuring, testing, and validating workflows.
    • Canvas: Provides the working surface for creating new workflows or editing existing ones.
    • Palette tabs: Contains tabs for accessing activities being edited or created.
    • Palette: Contains all available workflow activities and existing workflows you can use as subflows. Drag activities and subflows to the canvas to create new workflows or edit existing ones.
    Figure 1. Workflow user interface