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Before you begin creating a workflow configuration, review the checklist below. Ensure all permissions and settings are correctly configured to guarantee a smooth workflow experience.
1. License at the ready?
With a Workflow Manager license the section DocuWare Configuration > Workflow Designer is visibile to all DocuWare users.
If you are using DocuWare Cloud, the license is inlcuded anyway.
If you are using DocuWare on-premises, the license “Workflow Manager” is required.
If in doubt, ask your DocuWare contact.
2. “Design workflows” at place?
The functional right Design workflows is required to create workflows, edit and delete workflows.
Find it here: DocuWare Configuration > User Management > User x > Function profiles > Design workflows.
Read more about permissions in Workflow Designer (coming soon)
3. “View all users” set?
The functional right View all users is required for users assigned to the roles of Workflow Designer, Workflow Controller and Workflow System User to ensure that the workflows work properly.
View all users is also required for all users processing workflow tasks if the workflow’s task list includes usernames.
Find it here: DocuWare Configuration > User Management > User x > Function profiles > View all users.
4. Access to the file cabinet provided?
As a Workflow Designer you need access to the file cabinet, on which the workflow is based.
Keep in mind that the file cabinet access is not cross-checked in Workflow Designer. If you assign another user as a designer for the workflow, ensure they also have access to the file cabinet. Otherwise they may not edit the workflow.
Configure your file cabinet settings here: DocuWare Configuration > File cabinets.
Read more about DocuWare File cabinet permissions
5. Result list set up as needed?
The functions available to users in the workflow task list are inherited from a result list of the file cabinet used in the workflows.
To control functions for the task list, first enable them for the result list of the file cabinet.
Find the result lists here: DocuWare Configuration > File Cabinets > Dialogs > Result > Results List.
To enable or to deactivate functions in the result list open a result list and click the option Result list functions below the field list.
After this, switch back to the Workflow Designer and select your result list, that passes on the functions to the workflow task list.
Options of a workflow request
The options in the context menu of a request in the Web Client match those in the default result list of the assigned file cabinet. If a function is hidden in the result list settings, it will also be hidden in the request options.
6. Fill areas all configured (optionally)?
An action of the type Assign data can write values to a form. To select a fill area of a form as destination in a Assign data action you need to create a fill area first here: DocuWare Configuration > Forms > Submission with Merge Forms.
Read more about Merge forms and fill areas
7. Your business process drafted yet ?
Outline the business process you want to replicate as document based workflow in the Workflow Designer.
8. Start configuration
Once you've double-checked everything, it's time to dive into a workflow configuration