Workflow Builder Visual Editor

Overview

Workflow builder visual editor in Comala Document Management offers several simple ways to customize the look and feel of the workflows in a space

It is a graphical way to edit a copy of an existing workflow or create a new workflow without using the complex macro JSON code.

Workflow builder visual editor can be used to understand and communicate the content and document life cycles within your organization, or when starting a new project with a team or customer stakeholder, allowing a visual way of exploring the workflow states (your process milestones) and the transitions (your process route options)

Workflow builder

The workflow builder visual editor has two panels

left-hand Workflow panel, open the editor for each workflow component
- edit an existing state
- add or edit the workflow or parameters to
- add a new state using +Add State
right-hand Navigator panel
- choose a state lozenge or one of workflow, state, parameter buttons to open the editor for the workflow component in the Workflow panel
- use the code editor icon button to toggle to the code editor
- Save
  - updates the workflow in the visual editor with changes made in each component editor
- Exit
  - returns to the space settings document dashboard and adds the changes to the workflow in the document management dashboard

Accessing the visual editor

Workflow builder visual editor is accessed for a custom workflow through the space settings Document Management dashboard.

In the Document Management dashboard, under the Actions options for a custom workflow

cdmc_documentmanagementdashboard_extract_copy_baw_wf_actions_pencil icon_highlighed_visualeditor.png

choose the pencil icon (Edit with Visual Builder)

The custom workflow opens in the visual editor.

A custom workflow in the space settings document dashboard can be edited to

customize an existing state name(s); indicator color; due date; set as the final workflow state
add a new workflow state(s)
add/edit approvals including
- managing the assignment of reviewers
- setting a requirement for reviewer credentials
add/edit transitions between states
add/edit workflow parameters
add/edit workflow triggers

A workflow installed with the app cannot be overwritten. You can create a duplicate and save changes to the copied workflows. You must add a new unique name for the copied workflow.

Each new custom workflow is added to the list of workflows in the document management dashboard in the current space.

Editing an existing custom workflow saves changes to the existing workflow unless you rename the workflow before saving and exiting the visual editor.

One or more custom workflows can be created in the space by one of the following

Duplicate an installed workflow and edit the copy

Duplicate one of the included workflow templates and edit the customizable copy.

In the space settings document management dashboard, for one of the included workflows, for example, Basic Approval Workflow

under the Actions options
choose Duplicate icon option

cdmc_documentmanagementdashboard_baw_wf_duplicateoption-highlight.png

add a new name for the copy in the Copy Workflow dialog box

The new custom workflow name must be unique to the space.

choose Submit

The copy of the included workflow is added to the space settings document management dashboard as a new custom workflow.

cdmc_documentmanagementdahboard_newcustomcopy_baw_wf_visualbuilder_action_highlight.png

Use workflow builder visual editor

choose Create New Workflow button option

edit the simple two-state workflow in the visual editor

cdmc_createworkflow_visualeditor_simplestarterworkflow.png

Save the new workflow and Exit the editor adds a new custom workflow to the space document management dashboard.

Import a workflow template JSON code

Import the JSON code of a workflow (from another space) using the JSON code editor

choose Create New Workflow option
select the Code Editor toggle { } button
copy and paste workflow template JSON code in the Workflow Schema

Save the new workflow and Exit the editor adds a new custom workflow to the space document management dashboard.

Before exiting the code editor, you can toggle from the code editor to the visual editor to customize the imported workflow

Using the Actions options, each custom workflow can be

edited in the space using the visual editor or code editor
removed from the space
copied in the space

Related Pages

Using Workflow Builder

User Guide