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The workflow canvas is where you create and edit your workflow configuration.
To open the canvas:
Go to DocuWare Configuration and click on Workflow Designer to open the Workflow Designer Dashboard.
Add a New Workflow.
Or you Edit a previously created workflow.
Each workflow configuration brings up its own canvas.
You can add as many workflow items, such as tasks, conditions or delays, as you need.
This is how the canvas of Workflow Designer looks like:
The numbered tabs refer to the screenshot above. Click on a tab to find the descriptions and links for more information.
Select: Click on a workflow item to select, highlight, move or it.
Pan: Click and drag to move within the canvas - see also tab 3 Mini map.
Workflow Items: Drag to add an Action or a Delay to the canvas. Click on the item again to specify its settings.
Task list: Shape the task list of the workflow in the DocuWare Web Client. The task itself is configured in the action named Task.
Permissions: Assign the designer and controller permissions to DocuWare users or roles.
Undo / Redo: Every step you perform to configure the workflow is listed here. Click on a previous step to revert to that stage. All subsequent steps will be deleted. With Redo' you can reverse the undo action.
Note that the steps are listed only for the current session. If you close the workflow, the configuration history up to that point will not be available the next time you open the workflow - see also tab 5 Top left.
List view: See all workflow items you have inserted listed in an alphabetical order. Click on an item to move right to it on the canvas and edit it. This might be useful when you are dealing with lots of items and huge configurations.
Variables: Add global variables like Text Integer, Decimal, Date , DateTime and more. Variables are place holders for any kind of data. You may use them multiple times in a workflow.
Validation: A workflow may only be published when the validation list is empty and no red bullet visibile.Validation is done automatically to prevent you from publishing faulty workflows by mistake. Click on an error message to directly fix the flaw.
The canvas is not limited in size, allowing you to add as many items as you need. Use this small map to move around quickly even in huge configuration.
The visible area is always highlighted in white. Click on the map, hold and drag to navigate to different areas of your workflow.
Settings: Show and hide the connector lines to get a better overview of the connection between the workflow items. This might be useful in very large configurations, when you are dealing with a lot of items. You can also expand or collapse the workflow items.
State of the configuration: Saving is done automatically. To remove configuration steps, go to the Undo/Redo panel - see Tab 1 - left sidebar. The version number refers to the workflow version is currently opened on the canvas. When you publish a workflow, the altered configuration will be automatically stored as new version. Switch to the Dashboard to select another workflow version.
Publish: Publishing a configuration activates the workflow. That means, as soon as a document is stored that meets the trigger conditions, the configuration is executed. Also this workflow configuration is stored as a specific version. Publishing is only possible when the validation has detected no errors.
Each workflow configuration brings up its own canvas. The workflow configurations you are currently editing or viewing are listed as tabs.
Click on a tab to switch to another workflow configuration.
Click the arrow icon to switch back to the Dashboard. There’s no need to close the configuration first. You may continue editing it later.
As soon as you close the workflow configuration, your performed editing will be removed from the Undo/Redo panel and cannot be undone anymore.
A workflow configuration may consist of multiple items. Place as many items as you need on the canvas.
Click the three dots to edit the name and colors. the title of an action is shown in the Web Client: a Task title in the task list and a Condition or Assign data title in the workflow history.
Click on the links to specify the item.
Finally, connect the items using the input and output ports of each item. See how to connect workflow items.
FAQ
Where is the Save button?
Saving the workflow configuration is done automatically. If you need to undo a change, switch to Undo/Redo-panel in the left sidebar and click on a previous step to make all the subsequent steps vanish.
See here how undo/redo works in detail.
If you alter a published workflow, it will be stored as new version. Select a version of the workflow configuration in the Dashboard.
Are there keyboard shortcuts available?
You may use keyboard shortcuts for editing workflow items. Here is an overview:
[Ctrl+C] Copies a workflow item with all settings but without the connectors.
[Ctrl+X] Cuts a workflow item.
[Ctrl+V] Pastes the workflow item to the position where the mouse is placed on the canvas.
[Ctrl+D] Duplicates the workflow item and the duplicated item will appear on top of the existing items.
[Delete] Deletes a workflow item.
[Esc] Cancels commands requiring Ctrl+V to be completed. Also, [Esc] clears the current selection.
How can I find a specific task item in a huge workflow configuration?
Here are some advices how find your items and keep the overviews even in a complex workflow configuration.
Go to the right sidebar and select List View to see all items neatly sorted. Find the item in the list and click it to switch to it immediately.
Alternatively use the mini map to zoom in and out and move around in the canvas.
If you miss a toolbar, expand them again.