Content Manager 25.2 Content Manager

# Workflow editor

Right-click a Workflow and click Open With Workflow Editor to see the workflow in the editor.

- Click an object like a box or a line to select it in the Workflow window to use a function on it
- Click and drag the handles of the selected object to modify its size or position
- Right-click and hold the mouse button on the background in Workflow editor to drag the Workflow in any direction

NOTE: When, by accident, you are editing the same Workflow in two different Workflow editor windows at the same time, Content Manager will not display a warning message and may not save the changes you have made to the Workflow.

Avoid opening more than one instance of a Workflow.

Working with Activities

- Double-click an Activity for its properties

  Alternatively, right-click the Activity, select Properties

  See Workflow Activity properties for details.

- Double-click in the window to create a new Activity
- Right-click the screen for the options:
  - Add Activity - creates a new Activity
  - Best Route View - shows the shortest route through the Workflow by cost (---) and duration (_ _ _)
  - Worst Route View - shows the longest route through the Workflow by cost (---) and duration (_ _ _)
  - Normal View - default
  - Outline - minimises each Activity dialogue box within the Workflow window to make it easier to work with complex Workflows
  - Align Workflow - select Workflow alignment
  - Reschedule... - displays the Reschedule Workflow window
  - Properties - displays Workflow properties.

    See Workflow properties.

Other options available in the Workflow menu bar

## Home ribbon

File group

- Save and Save As - save the Workflow in Content Manager or in Content Manager and with the record(s)
- Delete - delete the selected Activity(s) from the Workflow Template.

- Properties - displays the Workflow Properties window.

  See Workflow properties.

Activity group

- Add Activity - add a new activity to the Workflow template. See Creating Workflow template Activities for details.
- Perform Action - complete actions on the selected Activity
  - Complete - marks the selected Activity as Complete.
  - Uncomplete - marks a previously completed Activity as Ready to Start and 99% complete
  - Rollback - go back to a previous Activity.

    Marks current Activity Not Ready To Start and the selected Activity Ready To Start.

  - Authorise - used by authorising officer.

    Authorises an interim completed Activity with the status Pending Authorisation to change its status to Finally Completed.

  - Reject - used by authorising officer.

    Rejects an interim completed Activity to change its status to Started again.

  - Suspend - for a Started or Ready to Start Activity.

    Displays a window where you need to enter a reason and a duration for the suspension.

    Changes its status to Suspended.

  - Resume - for a Suspended Activity.

    Changes its status back to what it was before the suspension.

  - Acquire - assigns the Activity to yourself from a Group you are a member of
  - Relinquish - assigns the Activity back from yourself to the Group it was first assigned to
  - Reassign - assigns the Activity to a different Location
  - Show Documents - displays the list of documents attached to the Activity
- Insert Activities - from another Workflow.

  Displays the Insert Activities From Another Workflow or Template window to search for Activities:

  Select and use KwikSelect to find template or Workflow.

  - Insert from Template
  - Insert from Workflow
  - Select Activity - active when you have selected a Workflow or template.

    Displays Select Activity window for you to select the Activity to insert.

    - To insert all Activities, do not click Select Activity

    NOTE: When you insert an Activity that has electronic reference or working documents attached to it, Content Manager will insert only a placeholder of the document.

- Make Same - hold CTRL and select two or more Activities, then use this option to make both or all Activities selected the same size as the first one you selected

- Align - hold CTRL and select two or more Activities, then use this option to select how the Activities align on the page

Workflow group

- Align - select how the Workflow will be aligned on the page.

- Reschedule - displays Reschedule Workflow window with the options to change the Workflow's:
  - Starting Date and time
  - Due Date and time
  - You can also have the Workflow complete:
    - Earlier than Usual by a certain amount of time
    - Later than Usual by a certain amount

    Select and use the buttons on the right, the calendar or KwikSelect to change the time.

- Import - imports Content Manager Workflow files (*.twf)
- Export - exports current Workflow as Content Manager Workflow file (*.twf)

General group

- Undo - cancels the last action
- Auto Reposition Lines - rearranges lines in current Workflow
- Hide Rollback Line - select this option to hide the rollback lines on the Workflow Template.

## View ribbon

Route group

- Best - shows the shortest route through the Workflow by cost (---) and duration (_ _ _)
- Worst - shows the longest route through the Workflow by cost (---) and duration (_ _ _)
- Normal - default

Color group

- Colours - select from changing the colours for:
  - Workflow Window Background
  - Activity Window Background
  - Assigned To Background
  - Due Date Background
  - Normal Activity Title Bar
  - Overdue Activity Title Bar
  - Completed Activity Title Bar
  - Skipped Activity Title Bar
  - Condition Line
  - Rollback Line
  - Restore Default Colours - to restore all default colours

Other group

- Refresh Search - updates the display
- Jump - navigates to next higher level of Activities
- Subordinate Activities - moves to next lower level of Activities

- Outline - minimises each Activity dialogue box within the Workflow window to make it easier to work with complex Workflows

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Version 25.2 | Last updated April 2025
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Product: Content Manager 25.2

Topic Title: Workflow editor