Workflows are scripted using macro notation, which is stored in a template. But working with this notation is not always simple, unless you are an advanced and experienced user. The Workflow Builder is a graphical way to create custom workflows without using the more complex markup language. It is also an easier way to understand and communicate the document life-cycles within your organization, or when starting a new project with a customer or stakeholder.

How to Use the Workflow Builder

The Workflow Builder can be accessed from the Workflows tab in the Global or Space administration menu, or if Page Mode is enabled then it will appear as an option in the Action menu. Depending on the workflow scope i.e., global, space or page, you need different permissions to use the Workflow Builder i.e., global admin, space admin or any user if page mode is enabled (see Page vs. Space Mode). 

The most common method of accessing the Builder is through the Space Administration menu. To use the Workflow Builder for space workflows, first ensure you have Space Admin privileges, then:

  • Go to the Workflows Dashboard, in the Space Tools section of your space.
  • Under the Actions of each available workflow, you will see a new option to Edit with Workflow Builder .

The Workflow Builder has two main sections:

  • Workflow Panel (left side). This panel is contextual, so you will see one of two different views depending on what the task you're performing. You will either see:
    1. The workflow view, shown if you click anywhere in the Workflow Navigator besides the states
    2. The state view, shown if you click on any of the states
  • Workflow Navigator (right side). Contains the workflow diagram, or the various menus used to create or update the different elements of your workflow (e.g., states, approvals, transitions, parameters, etc.).

Select the state you want to alter in the Workflows Navigator, and the left side panel will display the state information (such as name and description), the existing parameters, transitions, approvals, etc.

Use the last section of the page for actions, like editing workflows parameters, renaming states, adding due dates, modifying the workflow description and so on.

Workflow Information

Edit the workflow details by clicking on the top Workflow Panel area, where the details are, or by clicking on the Workflow button on the top of the Workflow Navigator.

Markup info here  {workflow macro}.

Triggers

The current version of the Workflow Builder only accepts triggers by using the wiki markup. We will improve trigger creation in the upcoming releases of the Workflow Builder.

Open the advanced section when editing the workflow details, and add your wiki markup there.

Any triggers in the workflow are seen as Rules in the Workflow Panel.

Open Rules to see a simple overview of each trigger. 

Markup info here {trigger macro}.

Page Layout

When in the workflow view you will see "Page Layout" with a number beside it, which indicates how many elements are already set; these might include Workflow Instructions, Page Header and Page Footer. Click on any of these elements to update that information.

Markup info here {workflow-instructions macro}, {pageheader macro}, {pagefooter macro}.

States

When in the state view (by clicking in any state in the Workflow Navigator), you will see in the Workflow Panel the state information, which includes things like due date, approvals, tasks and transitions. You can edit the state details by clicking on the top Workflow Panel area where the state details are, or by clicking on the State button at the top of the Workflow Navigator.

State view: The Workflow Panel (i.e., left side menu) changes when a state is selected (In progress is selected), to display the state contextual menu

The Workflow Builder allows the customization of all the state macro parameters: Name, colour, description, due date and other advanced attributes and parameters:

Markup info here {state macro}.

Reorder

Reordering the states of your workflow is now easier than ever. When in the state view you can see a list of the existing states in the left hand Workflow Panel. Just drag and drop a state to a lower or higher position, and you will see how the diagram changes to reflect the new order.

Approvals

When in the state view you can edit the existing approvals by clicking on the listed approvals in the Workflow Panel area. To add a new approval, click on the + Approval  button on the top of the Workflow Navigator.

Approvals can also be reordered just by dragging and dropping to a higher or lower position.

Markup info here {approval macro}.

Task

In the state view you can edit the existing tasks by clicking on the listed tasks in the Workflow Panel area. To add a new task, click on the + Task button on the top of the Workflow Navigator.

Tasks can also be reordered just by dragging and dropping to a higher or lower position.


Markup info here {task macro}.

Transitions

When in the state view you can edit the existing transitions by clicking on the listed transitions in the Workflow Panel area, or add a new one by clicking on the + Transition button on the top of the Workflow Navigator.

Markup info here {transitions}.

Parameters

When in the workflow view you can edit the existing parameters or add a new one by clicking on the + Parameter button on the top of the Workflow Navigator.


Markup info here {workflowparameter macro}.

Read Confirmation

The Workflows Builder can be used to add a Read Confirmation to any workflow.  From the State view, click on the final/published state in the workflow, you can then enable (or disable) the Read Confirmation option by clicking on the slider in the panel to the left.

Note: Read Confirmation can only be added to the Final state in the workflow

                                                               

Editing the Read Confirmation Parameters

Clicking the Read Confirmation link in the State panel will bring up the available parameters that can be set for this feature, including:

  • Users assigned to read/confirm the page
  • User Groups assigned to read/confirm the page
  • A due date indicating when Read Confirmation should occur by

                                                               

Not supported

  • Graphical trigger creation.
  • The {comment macro} is deprecated. Please use the description field of other macros to include extra contextual information.