Custom workflows

1 Customize an existing workflow | 2 Applying the custom workflow | 3 Editing a workflow applied to a page | 4 Sharing a custom workflow | 5 Related links

Overview

You can create your own custom Comala Document Management workflow.

The easiest way is to edit and customize an existing workflow.

You can choose to edit one of the bundled workflows but you must save the edited workflow with a new unique name.

The bundled workflows included on app installation cannot be overwritten

Workflows can only be created, copied or edited in the space settings Document Management dashboard.

Customize an existing workflow

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

adding a workflow in the document management dashboard

edit the workflow using using workflow builder

Save the edited workflow with a new unique name and Exit workflow builder to the space settings Document dashboard

When editing a bundled workflow, the edited workflow requires a different name (to the original workflow) to be added before you save as a new custom workflow.

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.

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.

You can do this by

choose Page Actions Menu
select Remove Page Workflow
leave ‘Delete Document Activity’ unchecked (to retain the workflow activity for the page)
choose Remove

In the space settings 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.

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 .

Sharing a custom workflow

A new workflow added to the space settings Document Management dashboard is available for use as a space workflow in that space or for a user to apply as a page workflow.

To utilize a custom space workflow in another space copy and paste the JSON notation from the space workflow to the JSON editor in the new space settings Document Management dashboard.

if the ‘new’ workflow does not contain the current state, the page will automatically switch to the initial state

Comala Document Management Cloud

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