You can use workflow builder to create a new workflow or Workflow Builder to edit the name and description of an existing workflow using Edit Workflow in custom workflow builder.
If you open one of the bundled workflows added when installing the app, you can edit this workflow and save it with a new name to create a new workflow for the space.
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To create a new workflow, you must open an existing workflow in the workflow builder visual editor. This can then be saved as a new custom workflow. |
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When editing a bundled workflow, it cannot be overwritten. You must rename the workflow to allow your changes to be saved. |
Editing the workflow
Open workflow builder in the space settings Document Management dashboard
Choose
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You can also add one or more workflow triggers to your workflow using the Edit Workflow dialog box
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You can duplicate an existing bundled workflow to create a new custom workflow. Then, you can edit it in the workflow visual builder and the code editor. |
Editing the workflow
In the space document management dashboard
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open the workflow builder visual editor for a custom workflow
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Open the workflow editor by
selecting the workflow name in the workflow panel
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clicking the pencil icon
edit the name and
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the workflow description
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states can be added and edited using the state editor including options to add/edit an approval and add/edit transitions
Choose You can also add workflow triggers to the workflow
expand the ADVANCED option
add a JSON trigger to the Triggers dialog box
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Workflow triggers add flexibility to your workflow but they do require some knowledge of JSON. You can see further details of workflow triggers and examples of their use in our documentation.
choose Apply to save the changes in the workflow panel.
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select Save in the navigator panel to update the workflow in the workflow builder
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Choose Exit in the navigator panel to add the new custom workflow to the space settings dashboard. The custom workflow is the now current workflow in the space replacing the previous space workflow.
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and the space document management dashboard
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Workflow states are added and edited using the state editor, including options to add or edit an approval and add or edit the state transitions |
choose Exit to view the workflow in the space dashboard
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The workflow must be made active to view the Parameters option to set workflow parameter values used by the workflow in the space. |
Custom workflows in the Add Workflow picker
The A new custom workflow is added an as an option to add as a page workflow in the space and displayed in the Add workflow picker in the space.
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The custom workflow is only available in the current space.
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To add the
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workflow to another space, copy the workflow template JSON code
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using
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The JSON editor can be accessed in the Edit Workflow space settings dropdown menu for the custom workflow. It can then be added to another space by pasting this code into the JSON editor in the new each space.
Removing a custom workflow
You can delete a custom workflow from the space by choosing the Remove Workflow option icon in the space settings Edit Workflow dropdown menu for the space workflow
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You will Actions menu in the document management dashboard.
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You need to confirm the deletion of the custom workflow, as this cannot be undone.
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An on-screen message will confirm the removal of the workflow from the space.
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The previous workflow added as the space workflow is added as the current space workflow and the new space configuration is confirmed in an on-screen message.
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The Remove option is not available for the bundled workflows installed with the app.
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