Workflow Notification and Delegation Preferences in the Document Management System

Just as with many other parts of the system, users may create a personlized options for working with their assigned workflows.

Accessing Personal Workflow Preferences
To access the personal workflow preferences page right click on the Review and Approvals section of the document management systems file structure and select the Workflow Preferences menu option.

Workflow Preferences Operate in Conjunction with My Task List
Workflow preferences work in conjunction with a user’s task list by providing the option to be notified by email - in addition to via the task list - when specific workflow events involving them occur.

Notification by Email of your Workflow Events in the Document Management System
Users can configure workflow preferences to notify them by email when a variety of workflow task events occur including task assigned or delegated to the user or when a task is overdue. Simply check the box beside the event to be notified of by email and click apply to save setting changes.

• Setting the Email Frequency Option - The email alert frequency option allows users to determine the frequency of email notifications. For example, by setting this preference to send a daily summary, users will receive one email notification at the end of the day related to all workflow events (they have elected to be notified of) that occurred that day.
• Task Delegation Setting - When activated the task delegation setting will automatically delegate all tasks assigned to the user to a different user. This is designed to allow workflows to continue in the event that a user is unavailable for work due to vacation, sabbatical or illness. Users can also manually delegate individual tasks from their task list. Library or system administrators can also reassign tasks for users if needed.
  
  • Library Administrators can also delegate workflow tasks to other users when necessary.

 Delegating a Task from the user's "My Tasks" View

• Open the FileHold Desktop Application.
• Log in.
• Select "My Tasks" from the "My FileHold" section. 
• Select the document that has the workflow task that you wish to delegate.
• Click on "Delegate Task".

• Search for the user to delegate task to.
• Click on Select User(s).