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The easiest way is to edit and customize an existing workflow.
The bundled workflows included on app installation cannot be overwritten. You can choose to edit one of these the bundled workflows but you will need to must save the edited workflow with a new unique name.
The bundled workflows included on app installation cannot be overwritten
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Workflows can only be created, copied or edited in the space settings Document Management dashboard. |
Customize an existing workflow
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edit the workflow in the JSON editor or workflow builder
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When editing a |
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bundled workflow, the edited |
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workflow requires a different name (to the original workflow) to be added before you save as a new custom |
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workflow. |
Save the edited workflow with a new unique name and Exit workflow builder to the space settings Document dashboard.
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Workflow builder will only save changes to a copy of a bundled workflow. The original bundled workflow will be unchanged.
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An existing custom workflow can be edited and saved without the need to change the name. |
Applying the custom workflow
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There is no option to edit a workflow applied to a page. If you require a workflow applied to a page to be changed, you will need to edit the original template in the space settings Document Management dashboard . and apply the updated workflow to the page.
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The existing page workflow must be removed and the updated space template applied. |
You can do this by
choose Page Actions Menu
select Remove Page Workflow
leave ‘Delete Workflow HistoryDocument Activity’ unchecked
(to retain the workflow activity for the page)
choose Remove
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In the space settings Document Management dashboard
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document management dashboard, 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 workflow picker to add the updated workflow template to the page.
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Adding the updated workflow restores the previous workflow |
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document activity. |
If the workflow state has not been changed/removed in the updated workflow, the page is in the last workflow state from the previously applied workflow .
Please note:
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We recommend using space workflows (partly to avoid the need to remove workflow/edit/add workflow if changes are needed in the workflow) |
Sharing a custom workflow
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