Using Workflow Builder

Overview

Workflows are scripted using macro notation, which is stored in a template. But working with this markup notation is not always simple, unless you are an advanced and experienced user.

Workflow builder visual editor is a graphical way to create custom workflows without using markup language.

You can

toggle between the workflow builder visual editor and the markup editor using the workflow builder and markup editor icons
use the Save options to save the current workflow as a template (with the appropriate administrator permission) to either the current space document management dashboard or the global workflows dashboard

It is also an easier way to understand and communicate the document life-cycles within your organization, or when starting a new project with a customer or stakeholder.

Workflow builder will not support deprecated elements in legacy workflows. If this occurs, workflow builder will warn you and you will need to use the markup editor to update the workflow.

How to Use Workflow Builder

Depending on the workflow scope i.e., global, space or page, you need different permissions to use workflow builder i.e., global admin, space admin or any page edit permission if page mode is enabled (see Page vs. Space Mode).

Workflow builder can be accessed for a workflow in:

the space workflows Document Management dashboard in space tools
the global workflows template dashboard in global administration

If page mode is enabled then it can also be accessed on a page:

when adding and customizing a page workflow.
via the Edit with workflow builder option in the page action menu on a page with a page workflow added and applied.