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.

https://fast.wistia.com/embed/medias/va3dn511c2.jsonp

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

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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.

cdmc_appspacesettings_extract_multipleworkflows_one active_orderedlist.png

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

1 Duplicate an installed workflow and edit the copy
2 Use workflow builder visual editor
3 Import a workflow template JSON code

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

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

The custom workflow name must be unique to the space.

choose Submit

The workflow is added to the app space settings 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

cdmc_documentmanagementdashboard_createnewworkflow_button.png

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.

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, a custom workflow can be

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