--- title: "Workflow activity overview" slug: "webbased-workflow-designer-activities" tags: ["#version Cloud"] updated: 2026-05-08T14:50:10Z published: 2026-05-08T14:50:10Z canonical: "knowledgecenter.docuware.com/webbased-workflow-designer-activities" --- > ## Documentation Index > Fetch the complete documentation index at: https://knowledgecenter.docuware.com/llms.txt > Use this file to discover all available pages before exploring further. # Workflow activity overview An activity represents a step in a workflow. It can automatically route the document, update its index data, or prompt a user decision. To shape a workflow, drag the required activities onto the [canvas](/help/docs/webbased-workflow-designer-canvas-tools) and set the properties in the dialog that opens. Then [connect](/help/docs/webbased-workflow-designer-connect-activities) the activities to set the order in which the document moves through the process. All activities and their settings are stored in a workflow configuration. Publish the configuration to put the [workflow into action](/help/docs/webbased-workflow-designer-trigger). To access the workflow activities, navigate to **DocuWare Configurations**>**Collaboration**>**Workflow Designer**, and open the**Canvas.**Find the activites in the toolbar on the left: ![](https://cdn.document360.io/0108e24e-b3e8-446c-b670-66b1d2a9e861/Images/Documentation/image(439).png) Check the following list for more information about the activities: #### Start The **Start** activity will automatically appear when you create a workflow configuration in the canvas. You may set the trigger for the workflow and provide the credentials of a workflow user. These credentials are used for carrying out any automatic operation throughout the workflow. - Configuration steps: **Permissions**-**Trigger**-**Outputs** - Read more about the [trigger](/help/docs/webbased-workflow-designer-trigger) of a workflow. #### Task A **Task** is always assigned to a DocuWare user and requires their interaction—often including a decision—to complete it. Configure stamps, instructional text, and input fields to guide the user and capture their input. - Example: Approve or reject an invoice. - Configuration steps: **Method**-**Decision**-**Behavior** - Read more about [configuring a task](/help/docs/webbased-workflow-designer-tasks). #### Email This activity notifies any DocuWare user and even employees who have no DocuWare account 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**. #### Parallel task This activity 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: 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**-**Behavior** - Read more about [configuring a task](/help/docs/webbased-workflow-designer-tasks). #### **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** - Read more about [conditions](/help/docs/webbased-workflow-designer-conditions). #### Assign Data The **Assign Data** activity is used to automatically modify the index data of documents stored in DocuWare. - Example: 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** - Read more about [Assign data](/help/docs/webbased-workflow-designer-data-assignment). #### Web service 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** - More information is coming soon. #### Wait for event This activity 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 step: **Method** #### Time delay Set a fixed waiting time before the next activity is executed. Delays ensure that all prerequisites are met before the document proceeds to the next step. In the activity **Time delay** you 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.**** ## Supported versions: DocuWare Cloud + 7.14