This article is intended for users moving from the Workflow Designer as a Desktop App to the Web-based Workflow Designer.
If you build workflows only with the web-based Workflow Designer in DocuWare Configurations, you can skip this article.
Review the breaking changes for workflow migration.
Migrating workflows in web-based Workflow Designer
With the migration feature, all workflows are now accessible in the web-based Workflow Designer. Legacy workflows created in the previous Workflow Designer as a Desktop App can be migrated for continued editing, letting you either:
continue editing them as a new workflow version, or
create a copy for safe testing without affecting the original.
Here is how you migrate a workflow:
Go to the Web-based Workflow Designer in DocuWare Configurations > Workflow Designer.
Workflows created in the previous Workflow Designer as a Desktop App appear in the workflow list of the new Web-based Designer automatically.
Workflows that created with the previous Workflow Designer as a Desktop App require migration for editing are marked with the badge TO BE MIGRATED.
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You have two ways to migrate:
Migrate button:
Clicking this button migrates the workflow to the Web-based Workflow Designer for continued editing.
A new version of the workflow is created.
The published version remains unaffected by migration.
This is suitable or required for workflows you want to edit in the new designer.
After migration, the badge TO BE MIGRATED is not shown anymore.
Option Create a migrated copy:
This option creates a duplicate of the workflow in the new Web-based Workflow Designer.
The original workflow remains untouched in the previous Workflow Designer as a Desktop App.
This way is suitable for testing purpose without affecting the original workflow.
The original workflow stays in the list with the badge To be MIGRATED, and the new workflow with the edited name “Workflow (Copy)” is shown in the list as a separate item.
Version selection during migration
It is ensured that always the most relevant version of your workflow is migrated by
migrating automatically the published version, if a workflow is published
migrating the latest draft version, if a workflow is not published
Filter the workflows by migration status
Use the filter in the top right to narrow the list to quickly identify and manage workflows based on their creation and migration status. This makes it easy to focus on the workflows you need to act on:
Workflows in preconfigured solutions (BUC V2)
Starting with DocuWare 7.14, workflows created in the web-based Workflow Designer are supported in DocuWare Preconfigured Solutions (BUC V2). You can now package, export, and import these workflows as part of a BUC V2 solution. Workflows built in the web-based Workflow Designer can be transferred between DocuWare systems with their configurations and settings preserved. During import, system elements such as users, roles, and file cabinets are mapped to the target environment. Imported workflows are ready to run without manual reconfiguration.
Export behavior by migration status
Each workflow belongs to either the web-based Workflow Designer or the Workflow Designer Desktop App, depending on its migration status. During export, only the version in the owning Workflow Designer is included. If a published version exists in the other Workflow Designer, it is not exported and will be lost after import.
Important: Migrate and publish workflows before exporting them
Migrate and publish all existing workflows to the web-based Workflow Designer before creating a new preconfigured solution.
The following table shows what happens during export and import depending on the workflow's migration state:
Migration status | Exported by | Result after import |
|---|---|---|
Not yet migrated | Desktop App | Workflow appears in the web-based Workflow Designer marked "to be migrated." You must migrate it before editing. |
Migrated, not yet published | Web-based | Only the migrated, unpublished workflow is available in the web-based Workflow Designer. The previously published version from the Desktop App is lost. |
Migrated and published | Web-based | The migrated and published workflow is available in the web-based Workflow Designer. |
Rolled back, not yet published | Desktop App | Only the rolled-back, unpublished workflow is available in the Desktop App. The previously published version from the web-based Workflow Designer is lost. |
Rolled back and published | Desktop App | The rolled-back and published workflow is available in the Desktop App. |
FAQs
Do I need to migrate workflows from Workflow Designer (App) to new web-based Workflow Designer?
Yes, if you want to edit a workflow in the web-based Workflow Designer, it must first be migrated. Simply open the web-based designer and click the Migrate option next to the desired workflow.
Will workflows be migrated automatically with DocuWare 7.13?
No, workflows will not be automatically updated or modified during the upgrade to version 7.13. Migration is not required unless you want to edit a workflow using the new web-based Designer.
Where can existing workflows be migrated?
Use the option Migrate in the new Web-based Workflow Designer dashboard.
How do I know which workflows need to be migrated?
Workflows that require migration are marked with a badge. Additionally, these workflows will not have an Edit button - only a Migrate button will be available until they are migrated.
Will the migration affect any running workflows?
No. Migrating a workflow creates a new version, which only becomes active once published. Running instances continue to operate on the originally initiated version and are not affected.
Can I migrate multiple workflows at once?
No, bulk migration is currently not supported. Keep in mind that migration is only necessary if you plan to edit the workflow in the new Web-based Workflow Designer.
Can I export workflows from previous Workflow Designer App and import them into the new Web-based Workflow Designer?
No. Workflows exported from the previous version of Workflow Designer can only be imported back into previous version. Similarly, workflows exported from the new, Web-based Workflow Designer are only compatible with the same, new version.
Can I roll back from the new Workflow Designer to the previous Workflow Designer as Desktop App?
There is no direct rollback from new Web-based Workflow Designer to Workflow Designer Desktop App. However, you can revert to an earlier version by opening the workflow in the Workflow Designer (App), selecting a previous version, and using Copy and create new version to continue working in Workflow Designer Desktop App.
Can multiple workflow versions be published at the same time?
No. As before, only one version of a workflow can be published at a time. Publishing a new version – whether from the previous or the new Workflow Designer – will automatically unpublish the previously published one.
How long will the previous Workflow Designer Desktop App be available?
Fall 2026: Creating new workflows in the Workflow Designer Desktop App will be disabled.
Spring 2027: The Workflow Designer Desktop App will be removed and will no longer be included with DocuWare.