Searchable Workflow Designer Fields in Repository
If the default fields provided in Workflow Designer are not sufficient, you can create custom fields specific to your workflow. These fields are configurable and searchable in the Repository.
These are searchable by default in Repository. To modify the searchability of a field, open the Edit Field view by clicking on the pencil icon found on the field in the attributes pane:
In the Edit Field view, you can toggle the searchability of your field. If the field is searchable, you can choose to export it as an existing record property by changing the Property name to search by in Repository. This allows you to link fields in different workflows so that they are exported to Repository with the same name.
Avoid Duplicate Record Properties
In order to avoid creating duplicate Record Properties is it best to use the resolve to functionality in the edit page of the field. New fields you create will resolve to a Record Property that may already exist. Checking the dropdown for Properties that may already exist can help avoid issues in the future and maintain your Repository data. Select the existing property under 'other properties' in order to avoid duplicates.
Note: If you notice that your Repository is showing duplicate properties that were created on Workflow Designer, you can resolve them by doing the above on existing workflows, and re-publishing.
Upon publishing your Workflow Designer, Ironclad will update your existing records to match the new configuration. These changes will be available on the Repository page a few minutes after publishing.
Are all fields searchable?
To check if your fields are searchable, go to the Edit Field view for the fields in question. Some signer fields and copied row properties are not searchable in the Repository. You will not see searchability options for these fields. Older custom fields that were created before searchability was configurable are not exported to Repository by default. To make these fields searchable you need to modify your existing Workflow Designers.
What about my in-progress workflows and existing records?
For the vast majority of workflows, modifying the searchability of fields in Workflow Designer (and publishing those changes) will propagate to existing records and future records (including for workflows that are in-progress when you publish).