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Triggers determine when a workflow should start.
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: For this trigger, two conditions must be met.
The workflow is executed according to a schedule
AND
A new document is stored or specific index values for the triggering document are changed.
Document event
There are three options 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 value for the index field Status is changed from New to Approved for existing documents.
Optional criteria: 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 verification workflow for additional checks.
Document event > New document or index changes
Trigger name in the Start action: Store and Update.
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 'checked.'
Learn more about how to filter documents with index criteria (coming soon).
Merge form as trigger
Additionally, you can tie the document event trigger to the condition that the document was created using a merge form.
For this, 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.
The Use permission can assigned in DocuWare Configuration > Forms.
Schedule
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
Trigger conditions
With trigger conditions, you can route documents to different tasks or actions within a workflow.
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.