Custom workflows

Overview

You can create your own custom Comala Document Management workflow.

Workflows can only be created, copied or edited in the space settings Document Management dashboard.

A custom workflow can be created in the space document management dashboard

as a new workflow using the Create New Workflow option
creating a duplicate of an existing workflow in the dashboard and editing the copy
importing a workflow template from another space or site by by copying and pasting the workflow template JSON code in to the code editor

The easiest way is to edit and customize an existing workflow.

The bundled workflows included on app installation cannot be overwritten. A duplicate copy of a bundled workflow can be created and edited.

Create a custom workflow

A custom workflow is created in the space document management dashboard.

Add a custom workflow using

the Create New Workflow button to open the workflow builder visual builder or code editor

You can also create a custom workflow in a space by

making a copy of an existing workflow using Duplicate in the Actions options and editing the copy

importing a workflow template by copying and pasting the JSON code of a workflow template into the code editor

Customize an existing workflow

To create a new custom workflow, in the space settings Document Management dashboard, you can create a duplicate of an existing workflow and edit this copy.

You can do this by

choosing Duplicate in the Actions options for an existing workflow

A dialog box is displayed with the selected workflow name appended with Copy.

A workflow bundled with the app cannot be overwritten.

edit the workflow name

choose Submit

The new workflow is added to the document management dashboard as an editable custom workflow.

A custom workflow has additional options in the Actions options.

remove the workflow from the space
edit with code editor
edit with workflow builder visual editor

Choose the Actions pencil icon option to open the workflow in workflow builder visual editor.

Use the visual editor to edit the workflow - add and edit: states, transitions, state colors, workflow parameters.

Save the edited workflow
Exit workflow builder to the space settings document management dashboard

The workflow template JSON code can also be edited in the JSON editor.

Applying the custom workflow

The new custom workflow is automatically added as a workflow to select from the workflow picker in both the space settings Document Management dashboard and when a user is applying a page workflow.

Editing a workflow applied to a page

If you require a workflow applied to a page to be changed, the workflow template needs to be edited in the space settings Document Management dashboard and then the updated workflow template applied as a new page workflow to the page or blog post.

You can do this by

choose Page Actions Menu
select Remove Page Workflow
leave ‘Delete Document Activity’ unchecked (to retain the workflow activity for the page)
choose Remove

In the space settings document management dashboard, make the required changes to the workflow previously applied to the page using the visual editor and save the updated custom workflow.

On the page

choose Page Tools Menu
select Apply Page Workflow

Use the workflow picker and add the updated workflow template to the page.

If the workflow state has not been changed/removed in the updated workflow, the page is in the last workflow state from the previously applied workflow .

Sharing a custom workflow

A new workflow added to the space settings Document Management dashboard is available for use as a space workflow in that space or for a user to apply as a page workflow.

To utilize a custom space workflow in another space, you must copy the workflow JSON code from the source space document management dashboard and add it as a new workflow in the destination document management dashboard.

In the space containing the custom workflow

open the space document management dashboard
open the code editor option in the Actions options for the workflow in the existing space
copy the JSON notation for the space workflow to the clipboard

In the new space

open the space settings document management dashboard
choose Create New Workflow
in the visual editor toggle to open the code editor
paste the copied JSON code
Save the workflow
Exit the workflow builder code editor/visual builder

The new custom workflow for the space is displayed in the space document management dashboard and is available as a space workflow and for selection as a page workflow in the workflow picker for pages and blog posts in the space.