Workflow Strings are a mechanism introduced in early version 5.x that separates the text in Workflow notifications from the Workflow parameter itself. They were added to Activate to allow editing of the email messages via the web portal independent of the workflow and also facilitate multi-lingual notifications.

The message text is stored in a Language Resource parameter named “

-Strings” in the Task with the workflow that uses it, where “LanguageCode” is a two letter ISO language classification code (https://en.wikipedia.org/wiki/List_of_ISO_639-1_codes), e.g. 

 for an English language message. These parameters are created automatically when a workflow notification message is edited.

Any Workflow notification that is referencing a Workflow Strings parameter will show the Message subject next to the notification in bold blue text:

When no Workflow Strings language resource parameter exists, the Workflow honours the setting defined by creating a 

When a Workflow Strings language resource parameter exists it will be used by its associated workflow and the 

 property in the workflow will show as True.
The Workflow has to be manually set to use the default defined by a 

 parameter and stop using Workflow Strings.

When a Workflow is edited and set to not use Workflow Strings, Activate Administrator will ask if any existing Workflow Strings associated with the Workflow should be merged back into the Workflow.
Examples; 3 in “Use a DefaultEnableWorkflowStrings parameter” and 2 in “Override the Default Setting Within a Workflow” below.
Based on the choice made:


The Workflow strings will be merged back into the workflow.
The language resource parameter will be renamed with an underscore prefix to disable it


The language resource parameter will be renamed with an underscore prefix to disable it


No changes will be made and the Workflow will continue to use Workflow Strings

For the behaviour in versions prior to 7.1.0 see Workflow Strings - for Versions Prior to 7.1.0

Option 1: Use a DefaultEnableWorkflowStrings parameter

 parameter at the level where the change should apply.
eg.:

Edit any Workflows that are using Workflow Strings, i.e. have a Workflow Strings language resource parameter, and set the “Use WorkFlow Strings property to False


Choose to merge any existing Workflow Strings into the Workflow


Option 2: Override the Default Setting Within a Workflow

Choose to merge any existing Workflow Strings into the Workflow

Workflow Overview

Workflow Strings

Microsoft’s cloud platform providing infrastructure, networking, storage, and application services. In Activate, it’s used as the hosting environment or for integration with Microsoft 365 and Entra ID services.

Azure

DotNetVersion

Microsoft Entra Connect (formerly Azure AD Connect) is a tool that syncs on-premises Active Directory identities with Microsoft Entra ID, enabling hybrid identity and seamless access to cloud resources.

Microsoft_Entra_Connect

Active Directory (AD) is Microsoft’s directory service that stores and manages user accounts, devices, and permissions, enabling secure authentication and centralized access control within a Windows network.

Active_Directory

ActivateJobService

ActivateAdministrator

SupportedPowerShellVersions

SupportedOSVersions

SupportedSQLVersions

Name that identifies the instance of Activate.  This is only used by Administrators and isn't displayed to end users.

instance_name

An installation type of Activate where there is no local domain connection, all authentication, authorisation and identity management is handled by Entra ID.

Cloud_Only

Microsoft Entra ID (formerly Azure Active Directory) is Microsoft’s cloud-based identity and access management service, providing secure authentication, user lifecycle management, and access control for Microsoft 365 and other apps.

Microsoft_Entra_ID

A software switch that enables or disables functionality at runtime without redeploying code. In Activate, they are configured under //Resources/Configuration/FeatureFlags.

feature_flag

Microsoft module for managing Exchange Online, using modern authentication and REST API–based cmdlets for faster, more reliable automation of mailboxes, compliance, and organisation settings.

EXO_V3_PowerShell_Module

An Organizational Unit (OU) is a container in Active Directory used to organise users, groups, computers, and other objects within a domain. OUs help structure resources logically and apply group policies for easier management and administration.

A User Type is a template in Activate that defines rules, attributes, and behaviours for a category of users (e.g., Employee, Contractor), ensuring consistent user account setup and configuration.

User_Type

A resource object in Activate representing a physical or virtual Exchange Server

Exchange_Server_Resource

Defines the object type that the resource will emulate or operate as.

Class_parameter

Clonesthe selected inherited parameter to make a local copy to override the value

Override

Runs the Activate Provisioning Server and performs actions across target systems.

Orchestrator_Account

A complete, immutable log of identity-related events, including provisioning actions, access approvals, and policy evaluations.

Audit_Trail

An integration module that enables Activate to read/write data from external systems (e.g., provisioning accounts in Azure AD).

Connector

A periodic process where managers or data owners validate that users still require their existing access — critical for compliance.

Access_Certification_and_Review

A user-initiated process to gain access to new systems or roles, often requiring manager or system owner approval.

Access_Request

Any downstream application or service where identities need access (e.g., Active Directory, Okta, Salesforce).

Target_System

The authoritative system from which identity data is imported (e.g., HRIS like Workday or SAP SuccessFactors).

Identity_Source

An access control model that uses user, resource, or environment attributes (e.g., department = "HR", location = "US") to make access decisions dynamically.

ABAC_Attribute-Based_Access_Control

An access control model where users receive permissions based on assigned roles. This model helps enforce least privilege.

RBAC_Role-Based_Access_Control

A collection of entitlements assigned based on a user’s job function or department. Roles simplify access management and are often tied to policies (e.g., "Finance Analyst Role").

Role

A specific access right or permission within a system (e.g., "Read-only access to Salesforce Reports"). Entitlements can be grouped into roles.

Entitlement

The removal or disabling of user accounts and access when they are no longer required — for example, when an employee leaves the organization.

Deprovisioning

The automated process of creating accounts and granting access to systems or applications based on a user’s role or attributes.

Provisioning

A digital representation of a user (employee, contractor, service account, etc.) within an organization. Each identity is typically linked to a unique identifier, such as an email address or employee ID.

Identity

This is the process of bringing on a new user

Onboarding

Hierarchical Role-Based Provisioning automates user access by assigning roles based on organisational structure, ensuring users inherit the correct permissions and resources aligned to their position or function.

Hierarchical_Role-Based_Provisioning

A group email address that automatically forwards messages to all its members, allowing you to send emails to multiple recipients at once.

Distribution_List

An expression is a conditional statement using Activate expression syntax.

expression

AzureProductName

Workflow Approval Step Auto-Approve Properties

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