Custom workflows

Overview

You can create your own custom Comala Document Management workflow.

A workflow can only be created, copied, or edited in the document management space settings.

A custom workflow can be created in the app space settings:

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

The workflows included in the app installation cannot be overwritten. However, a duplicate copy of a bundled workflow can be created, and this copy can be edited as a custom workflow.

Create a custom workflow

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

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

In the document management app space settings, you can create a duplicate of an existing workflow and edit this copy to create a new custom workflow.

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.

edit the workflow name

Workflow names are validated - this checks that there is no existing workflow with the same name in the space and for the use of reserved characters.

choose Submit

The new workflow is added to the app space settings 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 builder visual editor workflow.

Use the visual editor to edit the workflow. You can

add and edit states, transitions, and state colors
approvals and reviewers
workflow parameters
workflow triggers

Save the edited workflow
Exit workflow builder to the app space settings

You can also edit the workflow template JSON code in the code editor.

Applying the custom workflow

The new custom workflow is automatically in the app space settings and the Add workflow picker when 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 app space settings, and then the updated workflow template needs to be applied as a new page workflow to the page or blog post.

To remove an existing page workflow:

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

In the document management app space settings, 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 Add workflow picker to select and add the updated template to the page.

If the workflow state has not been changed or 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 app space settings 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 app space settings in the source space and add it as a new workflow in the app space settings in the destination space.

In the space containing the custom workflow

open the app space settings
open the code editor option in the Actions options for the workflow in the existing space
copy the JSON code from the workflow schema for the workflow to the clipboard

In the new space

open the app space settings
choose Create New Workflow
in the visual editor toggle to open the code editor
paste the copied JSON code
Save the workflow

You can toggle the view to display the workflow in the visual editor.

Exit the workflow builder code editor or visual builder

The new custom workflow for the space is displayed in the app space settings and is available to make active as a space workflow and for selection as a page workflow.