--- title: "Workflow builder" canonical: "https://support.appfire.com/space/COMALACDCLS/649564398/Workflow%20builder" format: markdown --- > Macro (aura-html) ## Overview **Workflow builder** in Comala Document Control offers several [simple ways to modify the look and feel of the currently applied workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649860761). ![image](media://14453153-930b-4199-aed8-db03191916c3) > ✅ Workflow builder can be used to understand and communicate the content and document life-cycles within your organization, or when starting a new project with a team or customer stakeholder, allowing a visual way of exploring the workflow states and the transitions. ## Open workflow builder Workflow builder can be accessed in the Comala Document Control app ### *When* *applying a workflow to a single page as a **[page workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649664020)* Open the page tools menu - Choose the **Add Workflow** option In the **Add workflow** dialog box - Choose **Apply & Customize** ![image](media://13d0b655-5619-49d0-af86-41b2e2410c37) ### *If a workflow is applied to a single page as a **[page workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649664020)* - Choose the [page tools menu](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649794640) ![image](media://9f3aa05b-6282-4801-8a3d-58871204dd47) > 📝 Page workflows must be enabled for the instance and a space workflow is not applied to the page (workflow enabled in the space Document Control dashboard). ### *If a workflow is applied to a page as a **[space workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649761765)* - Navigate to the [space tools app dashboard](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/650219355) - Choose the workflow - Choose the **Edit** option ![image](media://40ec2d89-0b92-4af2-8d35-617ed36b879a) ## View and customize the workflow The workflow builder has two main sections: - Workflow panel (*left side*) - Workflow navigator (*right side*) The initial view is the workflow inspector showing the individual states in the workflow panel and the visual workflow diagram in the workflow navigator: ![cdcdc_wfbuilder_simpleapproval_wf.png](media://5b412c7b-8d3f-44a6-a8ed-17d399f83607) The workflow panel displays an icon to indicate the application mode for the workflow: - [Page workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649664020) at page level (applied to the current page and unique to the page) ![image](media://b13333e7-e1eb-4a91-9a5b-25f7cc804c12) - [Space workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649664020) at space level (applied to all the pages and blog posts in the space) ![image](media://54ce88ef-8652-4a4c-841b-63ee54c04b30) The left-hand workflow panel is contextual, and the display changes according to the currently selected workflow and workflow element, state, approval, or transition. ## Workflow panel options Use the lefthand workflow panel to - Display details for the workflow in the **workflow view** - View components of a state (state name, number of transitions, and number of approvals in the state) in the **state viewer** The panel is also used to customize the following - The workflow page header, page footer, and workflow content label filter - The state attributes: name, state color, description - State approval options: approval action button names and enablement of the manual addition of descriptive reviewer roles > ✅ You can also choose the workflow navigator panel workflow diagram state lozenges to change the display in the workflow panel. **Workflow view** ![image](media://c5b56732-2dad-4380-938b-ea843bb9b326) > ℹ️ This is the default view in the left-hand workflow panel on opening the workflow builder. Each element in the workflow view panel can be chosen to access details of the workflow including: #### **Workflow editor** Select the workflow name to open the **Edit Workflow** option. ![image](media://7dd63308-7a65-4bdb-bc63-8d9fd3dd0445) A space workflow can be configured to be [applied to content based on the content labels](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/650219355).  This content filter limits the application of a space workflow across a space. For the enabled space workflow with an added label(s), content in a space with the label automatically has a workflow applied, whilst other content is excluded from the application of the [space mode workflow](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649629790). #### **Page layout** To edit the **Page Header** and **Page Footer** applied by the workflow: - choose **Page Layout** ![image](media://b96a8347-1692-497f-babc-b6250ab21ff9) - choose** +add** to edit the custom page header on each page ![image](media://3d38e589-189e-4bea-b9bc-41223d937375) - use the **Visibility** dropdown option to set the content visibility according to user permissions - add bespoke text or wiki markup to the header > ℹ️ The **Page Footer** has the same option to edit the custom page footer applied by the workflow to the page. #### **Read Confirmation** Use the green tick slider to add a read confirmation request to the page or blog post on a transition to the final state in the workflow ![image](media://36ea6507-6e71-41a3-8437-d18705cf87fc) The read confirmation can be configured to allow the reviewer to enable/disable the addition of the read confirmation using an option displayed in the workflow popup on the page. ![image](media://a7734b01-6b71-4891-b437-6120fe474be9) If this option is unchecked the read confirmation is added automatically on the transition to the final state. > ℹ️ The read confirmation request can be configured on the page to add requests and track users to confirm read the content using the read confirmation popup. #### **State viewer** Each state in a workflow can be customized to change - state name - state color - state description The state can also be customized by - adding custom action names for any state approval reject and approve buttons - enabling assigned reviewers to be given reviewer roles in an approval To view the state details in the state panel - choose the state lozenge in the navigator panel or the state name in the workflow panel ![image](media://f841c528-3861-4f82-afb8-68dd46156f7f) #### State attributes Customize the workflow state name, color, and description. In the workflow panel - select a state name in the state panel - mouse over the state name ![cdcdc_wf_builder_workflowpanel_extract_reviewstate_withpencil_icon.png](media://17ffc2d2-5d27-4be7-be11-f85a3bb24fe6) - choose the pencil icon to open the state attributes - edit or amend the state name, state color, state description - choose **Apply** #### State transitions The transitions from a state can be viewed and inspected in the state panel in workflow builder In the workflow panel - select a state name - choose **Transitions** in the state panel for the selected workflow state ![image](media://4752a38a-6142-46c8-976e-83070d3979ee) > 📝 The workflow transitions cannot be edited for a Comala Document Control workflow. #### **State approval** If there is an approval in a state - choose **Approvals** in the state panel for the selected workflow state to view the approval name - choose the approval name to open the customize options ![image](media://02b5bddd-3c82-4f93-bc86-401fde1f7710) - customize the approval to - change the default **Approve** and** Reject** names displayed in the workflow popup for the approval decision - enable or disable the addition of descriptive **Roles** when assigning a user as a reviewer on the page in the workflow popup > ✅ Workflow Builder can be used to modify and contextualize existing workflows specific to projects or teams within your business or organization, by changing state names, adding state descriptions, or color-coding the status indicator circles for each state. ## Saving your modified workflow When using workflow builder, changes are not saved to the current workflow unless you choose **Save** in the workflow navigator panel: ![image](media://c205b305-5e16-430b-a256-b01af4b490dd) Choose **Exit **to return to your page (or the space tools dashboard if using Workbuilder to modify a space workflow). The changes to the workflow are to the current workflow added to the page or space **ONLY**. - The source workflow is not affected - Your changes are lost if you reapply the workflow or add a different workflow The customized workflow cannot be copied to another page or space. ## Related pages - [https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649860761](https://appfire.atlassian.net/wiki/spaces/COMALACDCLS/pages/649860761)