Overview
You can create your own custom Comala Document Management workflow.
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 workflows but you will need to save the edited workflow with a new unique name.
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 in the JSON editor or workflow builder
When editing a copy of a bundled workflow, the edited workflow must be saved as a new custom workflow with a different name to the source workflow.
Save the edited workflow with a new unique name and Exit workflow builder to the space settings Document dashboard.
Workflow builder will only save changes to a copy of a bundled workflow. The original bundled workflow will be unchanged.
An existing custom workflow can be edited and saved without the need to change the name.
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 template in the space settings Document Management dashboard.
You can do this by
choose Page Actions Menu
select Remove Page Workflow
leave ‘Delete Workflow History’ unchecked
In the space settings Document Management dashboard
edit the custom workflow template previously applied to the page
On the page
choose Page Tools Menu
select Apply Page Workflow
Adding the updated workflow restores the previous workflow history. The content will be in the last workflow state from the previously applied workflow if this workflow state has not been changed/removed in the updated workflow.
Please note:
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
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