FAQ- Working with Workflow Document Management Software Templates
The following FAQ acts as a How To for library administrators
to setup and manage workflow document management software templates.
Where can I view, add, edit workflow templates?
To view the master list of FileHold workflow templates you must be a designated
library administrator. Using the FileHold web client
(not the desktop application) go to the library administration section
of FileHold application. All of the functionality located in the library
administration section is only visible by designated library administrators.
If the FileHold server is licensed to use the workflow module you will
see a workflow menu grouping in the tree on the left side with 2 options
– templates and status report. This status report is the same format
as the workflow status report in the
library with the exception that it shows the shows the status of all workflow
instances in the system not just the the user is directly involved in.
By clicking on the templates menu option I can view a listing of all workflow
templates in the system. Clicking the Add button the add workflow template
form will appear. Clicking on the template name the user can view the
summary details on the template. From this view the user is also able
to edit or duplicate the workflow template.
What are the major sections of the add / edit workflow
template form?
The below screenshot is that of the add / edit workflow template form.
You will notice that may of the sections of the form are identical to
that of the setup workflow, setup
review activity and setup approval
activity forms. You will notice that their are 4 unique settings that
are not covered in the other articles and they will be discussed below;
- Workflow Name - this is the name of the workflow.
The workflow name can only be defined when adding or editing a workflow
template and not when initiating a workflow.
- Used In Schemas - this is a listing of all of the
document types (or schemas) that this workflow template is associated
with. For example a Travel Expense Report workflow template would most
likely be associated with a Expenses document type (schema) so that
users can quickly initiate the appropriate workflow when working with
expense report documents. Use this link to learn more about associating
workflow templates with document schemas.
- Initiator can modify (add / edit or delete activities) from
this workflow on initiation. - When checked this setting provides
the greatest degree of freedom to the initiator allowing them to add,
re-order, edit or delete activities from the workflow they are initiating.
This allows initiators to create completely ad-hoc workflows.
- Allow Initiator to Define - The ‘Allow Initiator
to Define’ setting is associated with many of the fields in the template.
This setting allows library administrators to control exactly which
workflow fields are editable by the initiator when initiating a workflow.
As you can see in the screenshot above the 'Reviewers' and 'due date'
fields associated with the review activity above each have ‘Allow Initiator
to Define’ setting to yes. This will allow the initiator when initiating
a workflow based on this template to add, edit remove reviewers and
adjust the due date to whatever they see fit.
Use this link to learn more about setting
up workflow specific properties. Use this link to learn more about
setting up a document review activity.
Use this link to learn more about setting
up a document approval activity.
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