Workflow Builder Visual Editor

Owned by Robert Alexander Marshall
Last updated: Apr 15, 2024
4 min read
1 Overview | 2 Workflow builder | 3 Accessing the visual editor | 3.1 Duplicate an installed workflow and edit the copy | 3.2 Use workflow builder visual editor | 3.3 Import a workflow template JSON code | 4 Related Pages

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.

cdcm_wfbuilder_copy_baw_wf.png

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

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  • 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

  • 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.

Use workflow builder visual editor

  • choose Create New Workflow button option

  • edit the simple two-state workflow in the visual editor

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.

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

Using Workflow Builder

User Guide