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A trigger activity determines when a workflow should start.
To configure the trigger of a workflow navigate to DocuWare Configurations > Collaboration > Workflow Designer. Click the button New Workflow or Edit an existing one to open the workflow canvas.
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Configuring a trigger
There are two types of triggers:
Document event: The workflow starts when a new document is stored to a file cabinet, or index data of an already archived document is changed.
Schedule: A new document is stored, or specific index values for the triggering document are changed. In addition to that, the workflow is executed according to a schedule.
1. Document event trigger
There are three types available for the Document event trigger:
Document event > New document
Example: A new invoice is stored in a file cabinet, triggering a workflow.
Document event > Index changes
Example: The index value for the status of an archived invoice is changed from 'New' to 'Approved.'
Optionally, you can define specific criteria for the document before the index is changed.
Example: Only invoices from known suppliers are flagged for immediate processing. If the invoice is from a new supplier, it triggers a workflow for additional checks.
Document event > New document or index changes
Example: A document triggers a workflow if it is a new invoice or an existing invoice with a status that has been updated from 'New' to 'Approved.'
Learn more about how to filter documents with index criteria.
Additionally, you can tie the document event trigger to the condition that the document in the workflow was created using a merge form. Refer to the box below to read more about a merge form as a trigger:
Merge form as trigger
For a merge form as a trigger, the following conditions are to be met:
One of the previous trigger is met, such as adding a document or changing index data.
The form is a merge form with fill areas and stored as fillable PDF in a file cabinet.
By enabling this option, you allow fill areas to be displayed during an action Assign data.
Only empty fill areas can be populated.
Example: After signing the contract, a new employee enters the master data in a megre form, submits it. The email address is set up later during onboarding and is automatically entered in the form via a workflow.
Note: When you create a workflow, you will need the Use permission for the merge form configuration. Otherwise the merge form configuration would not be visible to you in the Workflow Designer.
Assign the Use permission in DocuWare Configuration > Capture > Forms.
2. Schedule trigger
For a scheduled trigger, the same rules as for the document event apply. However, instead of triggering immediately when a new document is stored or the index data is changed, the workflow starts only when additional time conditions are met.
There are three time options for a scheduled trigger:
Daily or on specific days
Weekly or in specific weeks
Monthly or in specific months
Outputs
In the Outputs section of a trigger, you can route documents to different activities within a workflow and tie the routing to a condition.
For example, you may want an invoice with an amount higher than 10,000 to be approved by the head of the department, while other invoices are approved at the team lead level.