Categories
Introduction to Categories
This chapter introduces the concept of Workflow Categories within the system. Categories are used to group and visually represent workflows in order to make them easier to find, filter, and manage. This feature can be optionally enabled per tenant and provides a structured way to classify workflows for end users.
When categories are enabled, each workflow can be assigned to exactly one category, while each category can be linked to many workflows. Categories are represented by a name, an icon, and optionally an image. They are shown in workflow lists, tile views, and can be used as filters in the Workflow Overview.
Enabling/Disabling Categories
Categories are tenant-specific and must be explicitly enabled.
They can be toggled in Administration > Tenant Properties under UI configuration using the option "Enable workflow categories".
By default, this feature is disabled.
When disabled:
Category assignment in workflow properties is hidden.
The “TYPE” column in the Workflow Overview is not shown.
Creating a Category
Categories are created through the Workflow Properties screen when editing an unpublished workflow.
In the Categories dropdown, scroll to the bottom and click “Create new category”.
A popup appears with the following fields:
Name of category – free text input.
Category icon – select from the predefined list of icons.
Category image (optional) – upload an image to visually represent the category in tile view.
Click Create category to save. The new category is automatically selected for the current workflow.
Editing a Category
Hover over a category in the Categories dropdown to reveal the Edit (pencil) icon.
Click the icon to open the Edit Category popup.
Update the category name, icon, or image as needed.
Click Save button to save the changes.
Deleting a Category
Click on category in the Categories dropdown to reveal the Delete (trash) icon.
The Delete option cannot be completed if the category is assigned to any active (unarchived) workflows.
Error message appears: “Categories can only be deleted if they are not assigned to an active workflow.”
When available, clicking the delete icon opens the Delete Category popup:
Clicking “Yes” on the popup confirms deletion of the category.
Assigning Categories to Workflows
Categories are assigned in the Workflow Properties panel for unpublished workflows via a dropdown list.
Each workflow can have only one category.
Assignment follows the last published version of the workflow:
When a workflow is published, the assigned category becomes its official category.
Editing a category or its name automatically updates all workflows that use it.
Viewing and Filtering Workflows by Category
A TYPE column is displayed in Design > Workflow Design for both active and archived workflows when categories are enabled.
The column shows:
Category icon.
Category name.
When categories are disabled, the column is hidden.
Import/Export of Categories
Categories are stored in the process model BPMN as text-based properties.
The category image is included in the export ZIP file.
On import:
If the category already exists, it is assigned but not overwritten.
If it does not exist, it is created (with its picture) and assigned.