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Edit the workflow in workflow builder

Owned by Robert Alexander Marshall
Last updated: Aug 15, 2023
3 min read

You can use workflow builder to create a new workflow or edit the name and description of an existing workflow using Edit Workflow in workflow builder.

If you open one of the bundled workflows added when installing the app, you can edit this workflow and save it with a new name to create a new workflow for the space.

To create a new workflow, you must open an existing workflow in the workflow builder visual editor. This can then be saved as a new custom workflow.

When editing a bundled workflow, it cannot be overwritten. You must rename the workflow to allow your changes to be saved.

Editing the workflow

Open workflow builder in the space settings Document Management dashboard

Choose the workflow name in the workflow panel open the Edit Workflow panel.

Edit the name and/or the workflow description

Choose Apply to save the changes in the workflow panel.

Choose Save in the navigator panel to update the workflow in workflow builder.

Choose Exit in the navigator panel to add the new custom workflow to the space settings dashboard. The custom workflow is the now current workflow in the space replacing the previous space workflow.

If you try to save an existing workflow without changing the name the bundled source workflow is unchanged and the changes are saved to a copy. This workflow will have the source workflow name but it will be appended with (Copy).

Custom workflows in the Add Workflow picker

The new custom workflow is added an an option to the Add workflow picker in the space.

The custom workflow is only available in the current space. To add the custom workflow to another space the workflow JSON markup must be copied using the JSON editor.

The JSON editor can be accessed in the Edit Workflow space settings dropdown menu for the custom workflow. It can then be added to another space by pasting this markup into the JSON editor in the new space. 

Removing a custom workflow

You can delete a custom workflow from the space by choosing the Remove Workflow option in the space settings Edit Workflow dropdown menu for the space workflow

You will need to confirm deletion of the custom workflow as this cannot be undone.

An on-screen message will confirm the removal of the workflow from the space.

The previous workflow added as the space workflow is added as the current space workflow and the new space configuration is confirmed in an on-screen message.

The Remove Workflow option is not available for the bundled workflows installed with the app.

Related pages

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