Each template includes a default workflow scheme that includes only Start and End steps. You will need to customize a default scheme, i.e. create steps and transitions, set a default assignee for tasks created in each step, and set transition rules.
To customize a workflow:
1. Go to Administration > Templates, choose a template you need to modify, and click on Workflow.
Alternatively, you can access workflows directly from Administration > Workflows.
2. Clicking on Workflow will open a graphical workflow builder with a default predefined scheme.
3. In the Statuses list, select an existing status, or create a new status by pressing the Add New Status button. Statuses are required to create a workflow step. Statuses do not belong to a particular workflow — they may be used in different workflows, as opposed to steps which are unique to each workflow. We strongly recommend reusing existing statuses because you will be able to create different types of reports, lists and dashboards based on the data taken from different workflows.
4. Create a new workflow step by dragging and dropping a status into the workflow area.
5. Double click the step to specify its settings.
- Specify the step name.
- Specify the step type. This may be a Start, Intermediate, or End step.
- You may want to change a step status — select a status from the list of existing statuses.
- For Start and Intermediate steps, you can choose whether to create a task for the person responsible for this step or not. Each time an item is in one of these steps, a task will be created for a person responsible for this step. As soon as the task assignee finishes the task, the item will be moved to the next step.
6. You can set rules for fields that need to be completed at this step:
- No rule: no actions from an item owner will be required.
- Mandatory: an item owner will need to fill in the required fields to complete his part of work on the item. For example, it is good practice to make the Subject and Description fields mandatory for the Start step for a software bug workflow.
- Predefined value: you can set any predefined text for a selected step.
- Predefined rule: you can set a predefined rule, consisting of Comindware expressions language. See the Comindware expressions language for the list of commands.
7. When finished, click Update. Repeat the procedure for each step in your workflow.
8. Interconnect steps with Transitions. Press the Draw Transition button in the Ribbon. Left-click on the source element and hold the mouse button to create a connection starting point. Drag the mouse to the target element and release the mouse button to create a connection.
9. Double-click on the transition to customize its settings. You can change the transition name and set transition rules as for steps. Press Save & Close when you are finished.
10. When done, press Save Workflow.
