Action and Delay are the essential items of a workflow. They define the steps a document follows in a workflow, ensuring tasks are carried out in a structured and timely manner.
There are multiple types of actions and delays available. Each type offers various properties and features, which can be specified and edited in the workflow canvas.
Check the list below for more information about the workflow items.
Note that as the final step, workflow items can be arranged in the proper sequence and need to be connected via the input and output ports before publishing the workflow.
Actions
Actions determine the goal of a workflow. This could be, for example, an invoice approval, a leave request, or the ordering of a new device. Actions define which tasks or automatic processes need to be executed within the workflow to achieve the outcome.
Find below a list of actions types, along with links for more detailed information.
Start
The Start action will automatically appear when you create a workflow configuration in the canvas. The workflow designer sets the trigger for the workflow and provides the credentials of a workflow user. The credentials are used for carrying out any automatic operation throughout the workflow and therefore the workflow user needs appropriate permissions to perform all the actions like changing index data for example.
Configuration steps: Permissions - Trigger - Outputs
More details: Web-based Workflow Designer: Trigger
Task
A task requires the manual interaction and often a decision of a DocuWare user in the DocuWare Web Client to complete the task. As a designer you may provide stamps, information and dialog input fields for the decision maker to carry out their task.
Example for a task: Approve or reject an invoice.
Configuration steps: Method - Decision - Data - Behavior
Parallel Task
This action is similar to Task, but a parallel task requires identical tasks to be be carried out by multiple employees before the workflow can proceed.
Example for a parallel task: Approving or rejecting partial amounts of an invoice with different cost centers. The invoice can only be paid in full once all partial amounts have been approved.
Configuration steps: Method - Decision - Data - Behavior
Assign Data
The action Assign data automatically alters index data of any document stored in DocuWare.
Example for Assign data: As soon as an invoice is approved, the Purchase Order Number index field is populated with the corresponding purchase order number from the ERP.
Configuration steps: Data assignment - Errors
More details: Web-based Workflow Designer: Assign data (coming soon)
Send email
This action notifies any DocuWare user and even employees who have no DocuWare access at all about updates in a workflow.
Example: The head of department is notified automatically when a team lead approves an invoice with an amount of more than 10.000.
Configuration steps: Method - Errors.
Web services
Use a REST or a SOAP web service to exchange data in DocuWare with external platforms like an ERP or CRM.
Example: Once an invoice has been approved in DocuWare, the status of the invoiced is marked as 'ready to pay' in the accounting software.
Configuration steps: Method - Errors
Condition
A condition is an automatic decision based on rules. It routes the document in the workflow according to a conditions set.
Example: The amount of an invoice is checked automatically and routed based on the sum.
Configuration steps: Outputs - Errors
More details: Web-based Workflow Designer: Conditions
Delay
A delay in a workflow is a pause or waiting period before the next action is executed. Delays ensure that all necessary prerequisites are met before the document proceeds to the next step.
Find below more information about the delay types.
Wait for a defined time frame
Set a fixed waiting time for a workflow. Specify the required number of days, hours or minutes either using the dialog or using a variable of the date/time type. The maximum waiting time is 365 days.
Example 1: Insert a field with which your employees can set themselves workflow tasks as resubmissions.
Example 2: If you run a Web service for a check, you can trigger its repetition the next day, for example, if the result is negative.
Example 3: Delay a workflow, for example, to wait for a response from an external system.
Configuration steps: Type - Timeout
Wait for event
Make the workflow wait for documents or index changes of a document stored in any DocuWare file cabinet.
Example: The workflow for incoming invoices does not proceed to the payment workflow until the delivery note belonging to the invoice has been stored.
Configuration steps: Method