Model and edit a workflow in the flow

You can model and edit a workflow (flow) at any time in the graphical editor using the toolbar by designing a BPMN diagram. On the toolbar, you will find the events, other workflow elements and support functions for the layout in the workflow diagram. For each event, you can configure the variables under Properties and the e-mail notifications for the flow under Settings. You can define a display text in one language for the variables and add translations in other languages.

Understanding workflow elements and validation

• Start event and end event: Each flow must begin with a start event and end with at least one end event.

• Tasks: In edoc automate, you can use a task to display a view in a specific workflow step. A view can be used to display and edit information in the flow.

• Gateways: You can use gateways to branch and control a flow. To control a flow, you must define conditions and you can use variables in the conditions.

• Context menu of a workflow element: Each workflow element has its own context menu, e.g. to link workflow steps, add further workflow elements, change the type of element and much more.

• Validation of the workflow: The editor checks whether the diagram is correct according to the most common rules of the BMPN standard when it is created. The errors and warnings in the editor are only an indication that something does not comply with the standard. A created flow can still be processed by the workflow engine if necessary.

Let's assume you want to design a simple workflow. Each workflow event has its own context menu, which you can use to perform other actions suitable for your purposes, e.g. delete the event, change the type, add texts or annotations, add tasks, and much more.

Here's how

1. Add the start event (Create StartEvent) to the editor from the toolbar using drag and drop.

2. Optionally, enter a name for the event. If the box for the name is not automatically activated, double-click on the event to open the field for the name.

3. Add the end event (Create EndEvent) to the editor from the toolbar using drag and drop. Optionally, enter a name.

4. Add further elements between the start event and the end event and connect the elements accordingly.

Once you have compiled the workflow events, you can configure each individual event in the detail area. You can display the detail area of an event by clicking on the event in the editor.

Depending on the event, the following options are available in the details area:

• Properties > Variables: Each flow can have any variables. When a flow is created, the variables User, Group and Subject are created automatically. You can use the default variables to assign the flow to a user or group or to define the subject, e.g. in edoc workplace. You can add further variables with Add. You can also name each variable by clicking on the edit icon and translate the name into another language, e.g. from German into English.

• Settings > Mail Settings: Enter the data for sending e-mail notifications.