Workflow builder visual editor
- Robert Alexander Marshall
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. You can
edit an existing state
add or edit the workflow or parameters to
add a new state using +Add State
right-hand Navigator panel displays the visual flowchart for the workflow. You can
choose a state lozenge or one of the Workflow, State, or 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
select Save to update changes in the workflow in the visual editor and in the app space settings screen
choose Exit to return to the app space settings
Workflow triggers can be added as JSON code in the Triggers dialog box in the workflow editor.
You can also add a trigger using the code editor. The code editor includes workflow schema to help you build the workflow or add a workflow trigger.
Accessing the visual editor
Workflow builder visual editor is accessed for a custom workflow through the document management space settings in a space.
In the app space settings, under the Actions options for a custom workflow
choose the pencil icon to Edit with Visual Builder
The custom workflow opens in the visual editor.
A custom workflow in the app space settings can be edited to
customize an existing state name; indicator color; due date; set as the final workflow state
add a new workflow state(s)
add or edit approvals, including
managing the assignment of reviewers
setting a requirement for reviewer credentials
add or edit transitions between states
add or edit workflow parameters
add or edit workflow triggers
A workflow installed with the app cannot be overwritten. However, 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 app space settings screen in the current space.
Workflows are listed alphanumerically in the app spaces settings to help locate a workflow.
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
choose Submit
The workflow is added to the app space settings 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 to add the new custom workflow to the app space settings.
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 to add a new custom workflow to the app space settings.
Using the Actions options, a custom workflow can be
edited in the space using the visual editor or code editor
removed from the space
copied in the space