Creating and Publishing a Workflow Template

A workflow template defines the steps in a workflow process.  Anyone can create a workflow template and then invite others to access the template and launch workflows from it.  Creating workflow templates are particularly useful if you want to define and standardize a series of steps that one or more people and groups must follow.

 
To create a workflow template, begin by choosing from five different step types:

  1. Add Content - Prompts you to add content into the workflow
  2. Provide Feedback - Prompts people to provide feedback on specific content
  3. Edit Content - Prompts people to make adjustments to specific content
  4. General - Useful for steps not directly related to content, such as scheduling a meeting with a customer
  5. Approve Content - Prompts task owners to sign-off on specific content
You can create a workflow in one of three ways:
  1. Use a pre-built template.  Use this option if you're repeating an existing workflow.
  2. Build a new template from scratch.  Use this option if the workflow you're defining is unique.
  3. Modify an existing template.  Use this option if you want to launch a workflow that emulates an existing workflow, but with just a few changes.

1.  Copying the workflow of a pre-built template

The quickest way to start with Box Relay is to use one of our pre-built templates. 

 

To copy the workflow of a pre-built template

1.   In Relay, towards the top of the page, click the New down arrow and then click Template.Screen Shot 2018-07-23 at 11.06.55 AM.png

    Box displays a list of pre-built templates.

Screen Shot 2018-07-23 at 11.06.28 AM.pngPre-Built templates show the most common Relay use cases, select one of these and customize to make it your own!

 2.   Click the template you want.  Each pre-built template comes complete with pre-configured steps.

Screen Shot 2018-07-23 at 11.09.54 AM.pngThe steps are pre-populated. Click the pencil to customize the steps to your process.

      If you need to customize a step, click on it.  The task page opens and you can make whatever adjustments you want.

3.   Click Save.

 

2.  Building workflow templates from scratch

If you have a process unique to your team or department, you can create a brand new workflow.  Box has a wizard to help walk you through the process.
 
To build a workflow template from scratch

1.   Click the New down arrow and then click Template.Screen Shot 2018-07-23 at 11.06.55 AM.png

 

2.   Box displays a list of pre-built templates.   Click Blank Template.

Screen Shot 2018-07-23 at 11.06.28 AM.pngPre-Built templates show the most common Relay use cases, select one of these and customize to make it your own!

3.   Click Get Started to open your blank template page.

4.   Enter a name and description for your template, and then click Next.  The Welcome page displays.

Tip   Entering a brief description here can help you recall later what this template is for.  It also helps you distinguish this template from others you’ve built.

5.   To begin using the template wizard, click Guide Me.

  • Follow the template wizard's instructions.  The wizard guides you through the template-building process, and you can add workflow tasks at each step.
Tip   All of the predefined tasks are content-related.  To assign any other kind of task, use the General task.

6.   When you complete the process, click Publish. 

 

Now it's time to designate who can use the template to launch this workflow. You can provide this template for  your entire enterprise, or choose specific coworkers by entering their names. 

Tip   To save the template without publishing it, click Exit Edit Mode.  Box saves the template as a draft.  At any time you can return to it and finish building it.

 

3.  Building new workflow templates from existing templates

If you’re familiar with workflow templates, you can quickly and easily create a new template based on an existing one.

 

To build a new workflow template from an existing template 

1.   On the Published Templates page or the Draft Templates page, right-click an existing template and click Save As.  (In the righthand sidebar you can also click the Save As icon).

2.   Name your template, enter a description, and click Next.  

3.   Click the Drafts tab to display your template. 

4.   Click your draft template, and in the righthand sidebar click Edit.  You can now modify your draft template draft -- add, delete, or re-order steps, or change the content or actions.

Note   You can opt to set due dates and assign people to complete tasks, but workflow owners typically do these things.

5.   Click Publish.

 

Now you must designate who can use the template to launch a workflow. Y ou can provide this template to your entire enterprise, or choose specific coworkers by entering their names. 

IMPORTANT   The new template does NOT inherit owners, editors, and users from the original template.  If you want other people to modify and use your template, be sure to add them. 

 

Version history
Revision #:
19 of 19
Last update:
‎07-27-2018 12:06 PM
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