If a Workflow Participant Rule is set up for a role configured to be Mandatory for certain matching values in Vault, why do some matching roles still appear as Optional when initiating a workflow?
If a role shows as Optional, it means no matching Workflow Role Setup records are found that can override the default behavior. A configuration issue exists that is causing the query running against Workflow Role Setup records to come up empty.
Some reasons for this include:
- A mismatch between the Workflow Participation Rules and the defined Workflow Role Setup records.
- A mismatch between the document's values and values defined on the Workflow Role Setup records EXAMPLE: A Workflow Role Setup defines the Approver to be Required for documents with the Country defined as the United States. If the document's Country is Australia, that record does not match.
- The Advanced Workflow Role Configuration feature is disabled. In this scenario, no records are matched since the query running against Workflow Role Setup is skipped entirely.
Vault Workflow Documentation: Advanced Workflow Role Configuration
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