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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.
Note: 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 included anyway.
If you are using DocuWare on-premises, the license “Workflow Manager” is required.
If in doubt, ask your DocuWare contact.
1. Grant the permission Design workflows
To create, edit, or delete workflows, your permissions must be set to Design workflows.
Find it here: DocuWare Configuration > User Management > User x > Function profiles > Design workflows.
Read more about permissions in Workflow Designer (coming soon)
3. Grant the functional right View all users
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. Provide access to the file cabinet
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. Set up the result list
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. Add fill areas for a form if required
A workflow can automatically add values to an already existing DocuWare form, such as completing data capture during onboarding. For this to be possible, the form must include fill areas. You can create fill areas using the forms designer in DocuWare Configuration. Go to DocuWare Configuration > Forms > Submission with Merge Forms to add fill areas.
Read more about Assign data to forms in a workflow
7. Draft your process first
Outline the business process you want to replicate as document based workflow in the Workflow Designer.
Once you've double-checked everything, it's time to start a workflow configuration:
Go to DocuWare Configuration.
Open Workflow Designer to access the dashboard.
Click New Workflow to bring up the canvas.
The start action is already set up for you, so you can define the trigger right away.