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Using Workflow Builder

Owned by Robert Alexander Marshall
Last updated: Nov 15, 2023
3 min read
1 Overview | 2 Using workflow builder visual editor | 3 Creating custom workflows | 4 Workflow builder tools

Overview

Workflow builder visual editor in Comala Document Control offers a number of simple ways to customize the look and feel of the installed workflows with the app.

The visual editor is a graphical way to edit an existing workflow or create a new custom workflow without using the complex JSON code.

Using workflow builder visual editor

The visual editor is accessed through the space settings Document Management dashboard.

 

For the current space workflow choose the Edit Workflow button

Choose Use Visual Editor from the dropdown menu.

Workflow builder visual editor opens with the current space workflow displayed.

The space workflow does not have to be enabled to access workflow builder.

The visual editor has two main sections

The initial view displays the following (for the current space workflow)

  • the workflow name, workflow elements and the individual workflow states in the workflow panel

  • a visual workflow diagram in the workflow navigator

The workflow panel is contextual. Its contents will change according to the current task, for example editing a state; editing an approval; editing the workflow.

Creating custom workflows

Workflow builder is used to edit and customize any of the installed workflows (and save as a new custom workflow).

Edited workflows are saved as copies of the source installed workflow as a custom workflow. The installed workflows themselves are not changed and remain available to add as the space workflow.

Custom workflows saved in the space will be available in the workflow picker to add as a space workflow.

To add a saved custom workflow as a space workflow choose Manage Workflows in the space settings Document Management dashboard.

Scroll down in the Add workflow picker to choose a workflow.

  • the three bundled workflows are displayed in the Add workflow picker by default

  • any saved custom workflows are also listed in the picker

A bundled workflow cannot be overwritten - any bundled workflow that is edited is saved as a copy. It is then displayed in the picker with its original name with (Copy) appended. This occurs when you choose to edit a bundled workflow and the workflow is not given a new name before saving the changes. For example, editing the requirement for e-signature in one of the approvals in the bundled Quality Management System workflow will require you to rename the workflow before exiting workflow builder. 

Workflow builder tools