SpringCM's New Workflow Designer

 Last updated: February 22, 2018     


 

Overview

Objective

Workflows consist of connected steps that represent various process activities.

There are five different types of pre-defined steps:

Automated Document Management steps - These steps include all the actions related to document handling normally done by the user to create, manage, and work with documents and folders in SpringCM. This includes but is not limited to creating documents from templates, creating folders, applying security to documents and folders, copying and moving documents, emailing documents, locking documents, assigning document attributes, and searching for documents and folders. Click here to view the list of Document steps.

Human steps - These are steps that require some human action and appear as workflow tasks on users’ Task pages. This includes but is not limited to editing documents, approving documents, selecting documents for inclusion in the workflow or users to participate in the workflow, and providing input via an electronic form. Click here to view the list of Human steps.

Engine steps – These are steps that allow you to construct the logical flow and decision tree of your workflow such as variable manipulation, loops, decision rules, and the ability to initiate additional workflows. Click here to view the list of Engine steps.

Integration stepsThese are steps that allow you to automate processes involving integrated third-party  applications, such as Salesforce, and web service applications, such as the REST API. Click here to view the list of Integration steps.

Scheduling and Communication steps – These are steps that allow you to control the timing and the communication surrounding the workflow such as setting timers, reminders, alerts, and sending email status updates or step ownership notifications. Click here to view the list of Scheduling and Communication steps.

Note: Step name displays a default unique system name which is a combination of step type and an incremental number. Each step name must be unique; therefore, it is recommended not to rename this field to avoid duplicate step names.

Admin How To

Create a new workflow

  1. Log into SpringCM with your user credentials.
  2. Click the Go To menu.
  3. Select Workflows from the Go To menu.
  4. Click the Edit menu.
  5. Choose Configure Workflows.
  6. Click the New Workflow button. The Workflow Designer opens with a New Workflow pop-up window.
  7. Enter a name for the workflow in the Workflow Name field. Workflow names are limited to 100 alphanumeric characters.
  8. Choose one of the options under “What type of content will kick off this workflow?”
      • A document
      • Custom XML
      • A folder
      • This workflow will start without content
  9. Click the Next button. The Workflow Designer opens with the Start Workflow step on the canvas.

Adding steps to the canvas

Every workflow canvas includes a Start step. The Start step is there as a marker so that you can easily locate the beginning of your workflow.

  1. Locate the step with which you want to start your workflow using one of two ways:
    1. Scroll through the list to find the applicable step.
    2. Search in the “Search for a Step” field if you know the step’s name.
  2. Click on the step and drag it into the workspace.
  3. Drop the step where you want it to fall in the workflow.
  4. Repeat steps 1—3 as necessary.
  5. Connect the lines between steps:
    1. Click on a step in the workspace.
    2. Click the è button.
    3. Drag the line to the step you want to occur next in the flow.
    4. Choose an option from the “Follow this link if last action output is” dropdown menu.
  6. Click the Save button to save all your changes.

Save and Publish a Workflow

Once you have constructed your workflow, you need to publish the version you are working on to have those changes included in the executing workflow.

  1. Click the Save button on the toolbar to save your changes.
  2. Click the Publish button on the toolbar.
  3. If you want to create a new version of the workflow, click the Create New Version 
    Otherwise, click the Publish link next to the current version you are working on to publish the changes from that version.

Create a New Variable

You can create variables either before you begin to build your workflow or while you add steps.

  1. Click on the Variables tab.
  2. Click the Create a Variable button.
  3. Type a name in the Variable Name field.
  4. Type a description in the optional Description field.
  5. Choose a variable type from the Type dropdown menu.
  6. Edit the schema if necessary.
  7. Click the Save button to add this variable.

Edit a Variable

You can edit a variable’s details as well as its XML schema. You have the option to:

  • Paste XML – Copy and paste an XML schema.
  • Upload XML – Select a schema file from your computer to import.
  • Import from Spring – Import a schema file from a folder in SpringCM. This option

Advanced users can also manually edit schema nodes. When editing a node, you can change the node name, node type and node data type. You can also add a child node.

Rename a Workflow

You can rename a workflow that has previously been saved and published.

  1. Open an existing workflow.
  2. Open the Workflow Information pane.
  3. Delete the name from the Workflow Name field.
  4. Type a new name in the Workflow Name field.
  5. Click the Save button.

Delete a Workflow

You can delete workflows from your account. Any instances of this workflow that are currently in progress will complete without error, after which this workflow will no longer be available in your account.

  1. Click the Go To
  2. Choose the Workflows
  3. Click the Edit
  4. Choose the Configure Workflows
  5. Locate the workflow you want to delete.
  6. Click the red X at the end of the workflow row. An ‘Are you sure?’ message displays.
    Click Delete if you want to delete the workflow. 
    Click Cancel if you do not want to delete the workflow.

Queues

 You can create a work queue in the Address Book.

  1. Click the Go To menu.
  2. Select the Address Book option.
  3. Click the Address Book dropdown menu.
  4. Hover over the Create option.
  5. Choose Queue from the Create sub-menu. The Configure Queue screen displays.
  6. Enter a name for the queue in the Name field.
  7. Click the Add User(s) link to add people to the queue. The Choose Assignee window displays.
  8. Select a user or users to add to the Queue
  9. Click the Apply button to close the Choose Assignee window.
  10. Check or uncheck queue options in the table.
  11. Click Save.