Adding advanced workflow steps

Kentico EMS required

Features described on this page require the Kentico EMS license.

An advanced workflow consists of a set of interconnected steps. The steps represent state of documents under the workflow, allow you to define automatic or user-made decisions and perform scripted actions.

To design an advanced workflow process, use the workflow designer.

Adding steps

  1. Click a step button on the toolbar and hold the mouse button.
  2. Drag the step onto the grid.
  3. Release the mouse button.

The step appears in the grid as in the following image.

 A step on the workflow designer grid

Placing steps onto an existing connection

  1. Click a step button on the toolbar and hold the mouse button.
  2. Drag the step onto an existing connection between two steps.
    • The connection increases in thickness once it is in the correct position under your mouse pointer.
      Adding a Standard step to an existing connection
  3. Release the mouse button.

The step automatically splits the connection and connects to the steps.

Note that you can only place steps directly from the toolbar to be able to split a connection.

Renaming steps

  1. Double-click the step name.
  2. Type in a new name.
  3. Press Enter.

Changing the action button text

You can change how buttons that enable users to shift a document to different steps look. The default text is determined by the type of step that the button sends the document to.

The following image shows the action buttons available when editing a document that is in a User choice step with two choices. The first choice sends the document to the Published step, the second sends the document to a standard approval step named “PR Approval”.

 Choosing one of the defined workflow actions

You can change the text for all steps that require user interaction and for choices, if they are available in the particular step.

  1. Edit the step where you want the button to appear differently.
  2. If the step you’re editing allows defining cases, edit the case that you want to appear differently.
  3. Fill one or both the following fields:
    • User action text
    • User action tooltip
  4. Click Save.