--- sourceDocument: Yokohama Build workflows sourceDocumentLink: https://servicenow-prod.fluidtopics.net/r/yokohama/build-workflows Release : - yokohama ft:locale : - en-US ft:publication_title : - Yokohama Build workflows ft:clusterId : - crworkflow bundleId : - crworkflow workflow : - Creator --- # Getting started with workflows # Getting started with workflows {#ariaid-title1} Release version: Yokohama Updated January 30, 2025 ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 3 minutes to read Summarize ![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) 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 Getting started with workflows The graphical Workflow Editor in ServiceNow Yokohama release provides a drag-and-drop interface to automate multi-step processes across the platform. Workflows visually represent sequences of activities and transitions, enabling customers to automate tasks like approvals, notifications, and record manipulation efficiently. Show full answer Show less ## Workflow Components * **Properties:** Define the workflow name, target table, and trigger conditions to specify when and on which records the workflow runs. * **Activities:** Represent the individual operations performed in the workflow, such as generating records, sending notifications, running scripts, or waiting periods. Activities can be added, removed, or rearranged to tailor workflow behavior. * **Transitions:** Define the flow between activities based on evaluated conditions, guiding the workflow's path depending on outcomes. * **Exit Conditions:** Conditions evaluated after an activity completes to determine which transition to follow next. * **Contexts:** Store runtime execution history for specific workflow runs, helping in tracking and troubleshooting. * **Versions:** Maintain design history of workflows, allowing version control and auditing of workflow changes. ## Workflow Life Cycle A workflow starts from a triggering event, such as record creation or field updates, scheduled runs, or script calls. It processes activities sequentially, evaluating conditions at each step to decide the next transition. The workflow completes when no further activities remain. Examples include approval requests that branch into different notifications based on approval or denial. ## Execution Context * Workflows triggered by record operations run as the user performing the operation. * Scheduled workflows or timer restarts run as the System user. * Script-called workflows run as the user initiating the script. ## Practical Use for ServiceNow Customers Using the Workflow Editor, customers can design, test, and publish workflows that automate complex business processes, improving operational efficiency and consistency. The visual interface and version control make it easier to manage workflows collaboratively and maintain audit trails of changes and executions. The graphical Workflow Editor provides a drag-and-drop interface for automating multi-step processes across the platform. ## Parts of a workflow {#getting-started-workflows__section_z55_hlp_lgb} Workflows consist of these parts. Properties : Specify configuration settings such as the workflow name, the table whose records the workflow acts on, and the conditions under which to run it. Activities : Specify the sequence of operations the workflow performs such as generating records, notifying users of pending approvals, or running scripts. Transitions : Specify the conditions under which to run an activity. Exit conditions : Specify the conditions under which to run a transition. Contexts : Store historical runtime information about a specific workflow run in a Workflow Context record. Versions : Store historical design information about a specific workflow in a Workflow version record. ## Workflow life cycle {#getting-started-workflows__section_ixb_1pp_lgb} A workflow starts when a triggering event occurs. Common triggers include a record being inserted into a specific table, or a particular field in a table being set to a specified value. For example, you might create a workflow that runs whenever a user requests approval for an item they want to order from the catalog. You can also schedule workflows to run periodically or call them from scripts such as business rules. When an activity completes, the workflow transitions to the next activity. An activity might have several different possible transitions to various activities, depending on the outcome of the activity. Continuing the example above, if the user's request is approved, the activity might transition to an activity that notifies someone to order the item. If the user's request is denied, the activity might transition to notifying the user that their request has been denied. The graphical Workflow Editor represents workflows visually as a type of flowchart. It shows activities as boxes labelled with information about that activity and transitions from one activity to the next as lines connecting the boxes. At each step in a workflow: 1. An activity is processed and an action defined by that activity occurs. 2. At the completion of an action by an activity, the workflow checks the activity's conditions. 3. For each matching condition, the workflow follows the transition to the next activity. {#getting-started-workflows__ol_esb_4rw_1r} When the workflow runs out of activities, the workflow is complete. The [Workflow Context](https://servicenow-prod.fluidtopics.net/c0ux6lsD7d04WJPtd7VIZw "The workflow context performs the activities and transitions defined in the workflow with the new record as current.") stores the execution history of the activities and transitions run. The [Workflow Version](https://servicenow-prod.fluidtopics.net/QPHmlN8sJ30wqjctKJjUaw "To prevent users from making changes to a workflow that affect other users of the system, workflows must be checked out before they can be edited.") stores the design history of the activities, transitions, and exit conditions available to run. ## Workflow properties {#getting-started-workflows__section_av5_hlp_lgb} The workflow properties specify when to run a workflow and what records it acts on. For more information about workflow properties, see [Workflow properties](https://servicenow-prod.fluidtopics.net/YTM_9IipKGHnQOp4bQKUvA "In the properties of a workflow, you can configure settings such as its application scope, start conditions, schedule, inputs, stages, and run time metrics. You can also view information such as the workflow author, version, and history."). ## Workflow activities A workflow activity contains instructions that are processed by the workflow. Activities can include running scripts, manipulating records, waiting for a set period of time, or logging an event. Workflow conditions determine whether or not the activity is performed. Activities can be added, removed, or rearranged. Transitions can be drawn between activities. This is an activity that triggers a notification: Figure 1. Sample activity ![Sample activity]() Workflow runs activities as the user session that starts them. Workflows started from record operations will run activities as the user session that performed the record operation. Workflows started from schedules or restarted from timers run activities as the System user. Workflows started from script calls run activities as the user session that started the script. For more information on available activities and their behaviors, see [Workflow activities](https://servicenow-prod.fluidtopics.net/zd1oMyVBkqg7L2RmJZHYSQ "Workflow activity properties reference"). ## Transitions After the workflow condition is evaluated, the workflow transition determines which activity is performed when the workflow condition is met. This is a transition that always leads from the Change Approved script to the Change Task activity: Figure 2. Sample transition ## Exit conditions After a workflow activity is performed, the workflow condition is evaluated to determine which transition is activated. The condition determines behavior based on a change being approved or rejected: Figure 3. Sample exit conditions ## Workflow example During workflow editing or while an unpublished workflow is running, only the person who checked out the workflow can view the changes. After a workflow is published, it is available to other users. The workflow moves through the process as defined in the Workflow Editor. The entire workflow is represented in one screen. For example, this is the Standard Change workflow: Figure 4. Sample change workflow