Pricefx Workflow Designer is a visual tool for building and managing approval workflows on a drag-and-drop canvas, without writing code or configuring parameter tables by hand. This article explains the core concepts a business user needs: how a workflow is structured, the lifecycle a workflow goes through, how validity works, and how versioning lets you make changes safely.
Navigation: Administration > Workflow Designer
This article explains concepts only. For step-by-step instructions, see Get Started with Workflow Designer and Manage Workflows.
How a Workflow Is Structured
A workflow is a sequence of connected nodes on the canvas. Each node represents one step — for example, requesting an approval or sending a notification. You connect the nodes to define the order in which the steps run.
A Condition node splits the path into two branches, labeled TRUE and FALSE, so the workflow can take a different route depending on the data (for example, the quote margin). Every path ends in a Finish workflow node.
For a description of the canvas areas and toolbar, see Workflow Designer.
Workflow Lifecycle
A workflow moves through a defined set of states. These states tell you when a workflow can be edited, when it is available, and when it is actually governing approvals.
Lifecycle States
|
State |
Description |
|---|---|
|
Draft |
The workflow is being created or edited. It is not yet available for use and can be modified freely. |
|
Published |
The workflow is finalized and available. It is read-only and ready to be activated, but it is not yet governing approvals. A workflow that is deactivated returns to this state. |
|
Active |
The workflow is currently applied — it governs new approvals for its object type. Only one version per object type can be Active at a time, and only a Published workflow can be activated. |
|
Superseded |
A previous version that has been replaced by a newer activated version. It is read-only and remains visible in the list for reference and audit. |
How a Workflow Moves Between States
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Publishing a Draft locks it and makes it available (Draft → Published).
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Activating a Published workflow applies it so it governs new approvals (Published → Active).
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Deactivating an Active workflow stops applying it; it stays Published (Active → Published).
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Creating a new version of a Published workflow starts an editable Draft copy and leaves the published version in place (Published → new Draft).
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When a newer version is activated, the previous version automatically becomes Superseded.
For the exact steps behind each transition, see Manage Workflows.
Validity
Workflow Designer checks your workflow in real time. The canvas header shows the save status (for example, Draft | Saved) followed by a Valid or Invalid badge. A workflow must be Valid before it can be published.
The Valid badge reflects structural completeness — for example, that all required node fields are filled in and every path ends in a Finish workflow node. It does not check the business logic of your conditions.
Versioning Model
Workflow Designer uses an explicit versioning model so you can improve a workflow without disrupting the one already in use.
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A Draft is your working copy and can be edited freely.
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Publishing creates a locked version that cannot be edited directly.
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To change a published workflow, you create a new version — an independent Draft. The published version stays available until the new version is activated.
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Multiple versions of a workflow can exist at once, but only one can be Active at a time.
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You can open a published workflow to review it without any risk of changing it.
This ensures the workflow currently governing approvals is never altered by work in progress.