Access workflow builder

1 Access workflow builder | 2 Page level | 3 Space level | 4 Global level | 5 Related pages

Access workflow builder

Workflow builder can be accessed in four ways, depending on where the workflow is stored.

Workflow	Workflow builder accessed through:

Workflow	Workflow builder accessed through:
Page workflow	Page tools menu Page editors The workflow template must be added to the page. Changes to the template are unique to the page Global configuration is Page Workflows Allowed in the space, and a page workflow has been added to the content.
Page workflow	Page workflow templates dashboard Space administrators The workflow template must be a space scope workflow. Changes to the template are unique to the template in the page workflow templates dashboard. The template changes do not affect any previously added page workflow. Global configuration is Page Workflows Allowed in the space.
Space workflow	Space settings space workflows dashboard Space administrators only The workflow must be a space scope workflow. Changes to the template are unique to the space - the template is updated in the space workflows dashboard and on any page or blog post in the space where the workflow is applied as a space workflow Global configuration is Space Workflows Allowed in the space.
Global workflow	Global workflows templates dashboard Global administrators Changes to the workflow template are automatically updated In a space where the template has been added to the document management space workflows dashboard as a linked global scope workflow template, and on any pages where the workflow is applied as a space workflow In the space page workflow templates dashboard. The changes do not affect any previously added page workflow

Page level

When a workflow is added and applied as a page workflow, access the workflow builder using the page tools menu.

Choose Page tools > Edit with workflow builder

Page tools menu - Edit with workflow builder

In the workflow builder, the workflow name has a page-level workflow icon appended

workflowbuilder_pageworkflow_workflowpanel_navigatorpanel_customworkflow.png

This requires page mode to be active for a space.

Space level

A space administrator can edit workflow templates added as a space workflow template or as a page workflow template in the space tools document management dashboard. These must be space scope versions of the workflow template.

Space workflows

For any space scope template added to the space document management dashboard:

Choose Edit from the three-dot menu

spacedocumentmanagement_simpleapprovalworkflow_editwithbuilder_option.png

Space document management dashboard - Space workflows - Edit with Builder option

In workflow builder, the workflow name is appended with the space level of the workflow template and a space workflow icon.

workflowbuilder_spacelevelworkflow_simpleapprovalworkflow.png

Workflow builder - Space workflow - Simple approval

Page workflows

Page workflows available in a space can be edited in the page workflow templates dashboard.

Access the page workflow templates dashboard

Navigate to Document Management > List dropdown menu > Page Workflow Templates

documentmanagementdashboard_listdropdownmenu_pageworkflowtemplates_option.png

Space document management dashboard - List dropdown menu - Page Workflow Templates

By default, the page workflow templates dashboard is populated by all the active global workflows from the global workflow templates dashboard. These are added as global scope workflows and cannot be edited in the space.

However, you can duplicate these workflows and edit the copy in the workflow builder. To duplicate a global scope workflow:

Make a global scope workflow inactive in the dashboard by moving the green slider to grey

documentmanagementdashboard_pageworkflowtemplates_editable_duplicate_spacescope_workflow.png

This creates an editable copy of the workflow as a space scope template. To access the workflow builder for this template:

Choose the three-dot menu
Choose Edit with Builder

In the workflow builder, the workflow name has a page-level workflow icon appended.

After editing the template copy, for it to be available for a page editor to add as a page workflow, you must make it active in the dashboard.

An editor can also access the workflow builder for a page workflow added to a page using the page tools menu on the page. Edits made to a page workflow on a page are unique to the page and do not change the workflow template in the page workflow templates dashboard.

Global level

Global administrators can use the workflow builder to create and edit global workflow templates. Global workflow templates are stored in the app Global Workflows Templates dashboard.

Confluence global administration > Comala Document Management > Global Workflows

On a named workflow template:

Open the three-dot menu
Choose Edit with Builder

globalworkflwstempatesdashboard_threedotmenu_editwithbuilder.png

Global Workflows Templates dashboard - Edit with Builder option selected for a workflow

In the workflow builder, the workflow name has a global-level workflow icon appended.

Editing a global workflow automatically updates any linked global scope workflow added as a space workflow and on any pages where the workflow is applied as a space workflow. The changes are also seen in the workflow template in the page workflow templates dashboard, which is available to add to a page as a page workflow. Changes in the template do not affect any previously added page workflow.