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Overview
You can create your own custom Comala Document Management workflow.
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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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To create a new custom workflow, in the space settings Document Management dashboard, you can create a duplicate of an existing workflow and edit this copy. You can do this by
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The custom workflow must be saved with a different name to the source workflow.
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. |
The workflow template code can also be edited in the JSON editor.
Applying the custom workflow
The new custom workflow is automatically added as a workflow to select from the workflow picker in both the space settings Document Management dashboard and when a user is applying a page workflow.
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Editing a workflow applied to a page
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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if the ‘new’ workflow does not contain the current state, the page will automatically switch to the initial state