Workflows / How to Create a Workflow Definition¶
Workflows are defined at the library/folder levels by Library Managers or the members of the [Administrators] global user group.
Users can then choose to submit their documents to any one of the defined workflows that are available.
Note
When a Workflow is defined it is associated with a Document Library and folder, this means that the defined Workflow will only be able be used with documents from the same Library or folder.
To create a workflow definition¶
- Select a relevant library.
- Navigate to Tools menu > Workflow Definitions.
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Click New located in the left side bar
Workflow Name¶
Specify a name for the workflow.
Active Folder Path¶
Allocate a folder in which the workflow will be applied to, or leave as the library name, which allows this workflow to be available for all folders.
On end move to folder¶
Allocate a folder in which the document will be sent to once the workflow is completed
On end event URL¶
Hide¶
Hides the workflow from being displayed to users.
Supervisor Users¶
Globally specify the supervisor of users for the entire workflow
Supervisor Groups¶
Globally specify the supervisor of groups for the entire workflow
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Click Ok to create.
Now you must create workflow steps.¶
- Select the workflow you just created
- Click Workflow menu. Doing so will display the Workflow steps window where you must define at least one step for the workflow.
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Click Add Step menu.
Step Name¶
Enter a step name, for example Read and Action
On start move to folder¶
Allocate a folder in which the document will be sent to. This can be used where the user does not have enough security rights to be able to work on the document/task.
Finally, you must add a task or tasks to each step in the workflow.¶
- Select a step
- Click Add Task to display the new task window.
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Choose from a list of users to assign this task. You may decide not to specify any users at this step so the submitter can decide on who must perform the task.
Users¶
Displays all library members (including groups). Document Owner and Submitter can be chosen too.
If you choose not to assign this task to specific users. On registration, records will be prompted to select users.
Add button¶
Highlight one or more Users (using the ctrl key) and add them as reviewers by pressing the add Icon.
Remove button¶
Highlight one or more users in the Assign To section to remove.
Show members¶
Displays members of groups, providing this option is turned on for the group.
Assign to¶
Displays users who will review the tasks.
Left blank, allows for the user to be selected at the time of registration.
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Step Number - Automatic number generated by the system.
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Specify a Task name.
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Specify the task rule. This option is only relevant in cases where more than one user is selected for the task.
All must complete the step¶
Every reviewer must approve the document for it to be completed or reach the next step.
Automatically assigned to a single user¶
The system decides which user should get the task based on how many existing tasks all the users have and which are due.
The document will move to the next step or be marked as completed as soon as the reviewer approves the document.
Assign to All, one task completion is enough¶
Task will be sent to all users. When 1 user completes the task, it will be dropped for the other users. The document properties will display the task status as Task dropped for the users.
Note
The task rule only applies when multiple reviewers are selected for a single step.
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Set the priority of the task as either Normal, Low, High, or Urgent.
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Specify a deadline. How many days or hours the reviewers must complete the step. To set weekends, public holidays, refer to business days.
When the task is not performed in the specified number of days, the task is escalated to the supervisor.
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(Optional) Specify Allowed start time span
User CANNOT complete the task X days before due date. X is "allowed start time span". Used in tasks that must be performed in the future.
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Specify a task reminder
How many days or hours before the due date the reviewer is notified of the task approaching its deadline.
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Enter Task Instructions.
Advises the reviewer of what needs to be done. These instructions will be added to an email notification that will go out to the selected reviewers.
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(Optional) Tick Send notification to assigned when completed, if an email notification is to be sent.
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(optional). Select a supervisor from the pop up screen by clicking select.
The supervisor is notified when a task takes longer than the allotted time period. An escalation notice is sent to the supervisor so they can follow up on what is happening.
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Specify when the supervisor of the task will receive a past due notification.
Days before due date
Days after due date
Enter number of days before or after due date that the supervisor will be notified when task is due for completion.
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Set the Task Permissions.
- Set the Task Requirements.
To modify or delete an existing Workflow Definition¶
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Click Properties to modify and finish with OK.
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Click *** Delete*** to delete and finish with OK.