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Library Configuration > Workflow Settings

The workflow settings allow a system administrator to configure some of the features in the workflow module.

In the workflow initiation settings, you can determine how workflows are initiated when multiple documents are selected:

  • A separate workflow is initiated for each selected document resulting in multiple workflows being initiated.
  • A single workflow is initiated containing multiple documents.
  • A prompt for the user each time a workflow is initiated on multiple documents allowing them to choose an option.

The PDF converter settings allow you to set up templates that can convert documents to a PDF and, optionally, append workflow information such as the sign off sheet, approver names, approval date, workflow name, metadata, and so on, after a particular workflow activity has been completed. The following document types can be converted to PDF: docx, doc, dot, docm, dotx, dotm, html, rtf, txt, and pdf. See PDF converter templates for more information.

If appending workflow information to the end of the converted PDF document, converter templates are used to define the appended information. One or many templates can be configured, depending on the type of information that is required to be a part of the approved document. Note that for “not approved” or “approval postponed” documents, template information is not appended.

These templates are created in Microsoft Word and saved in the FileHold library. Once in the FileHold library, a saved search is configured that points to the list of templates. In the PDF converter settings, the saved search name, the opening and closing delimiters, and field delimiter is defined. See the following diagram for the steps involved:

Convert to PDF in a Workflow Settings

The tags in the converter template are delimited by unique character sequences. By default, the opening delimiter will be “{{“. The closing delimiter will be “}}”. Tags can include multiple delimited fields. By default, the field delimiter will be a semicolon “;”. See PDF converter templates for more information.

To set workflow settings

  1. In the Administration Panel, go to Library Configuration > Settings > Workflow.
  2. In the Workflow permissions area, select the option for when a user initiates workflows:
  • One workflow - single workflow is initiated containing multiple documents
  • Separate workflows - separate workflow is initiated for each selected document resulting in multiple workflows being initiated
  • Prompt user - prompts the user each time a workflow is initiated on multiple documents allowing them to choose an option
  1. Enable any of the following permission options:

Permission setting

Description

Ignore document version ownership when initiating workflows or sending Courier transmissions

Allows users that are not owners of a document to initiate a workflow or Courier transmission. This permission setting is useful when the person who is adding the document, such as a scanning station worker, is not the person who is initiating the workflow, such as a user on the accounting team.

Enable editing document metadata when a workflow or Courier approval transmission is active

Allows metadata to be edited for a document that is under the workflow or Courier process. This permission setting is useful when a metadata field, such as a status field, needs to be changed during the process.

Enable checking out documents when workflow is active

When enabled, the “Allow Check Out” option is available on the workflow template. This allows participants in a workflow to check out a document under the workflow. If disabled, users will not have the option to check out a document that is under the workflow process.

Enable optional passwords in workflow templates

When enabled, the “Require Password” check box on the workflow template is available. If disabled, the “Require Password” check box on the workflow template is disabled. You would enable this option if, for example, you wanted to make it possible that a password is not required for an approval activity or if, for example, you wanted a review activity to have a password requirement. For users with strict password requirements, you would not enable this permission.

  • If enabled, a warning message “You are enabling a feature that would not be accepted in many regulated environments. Are you sure?” Click Yes to enable the option.
  • If disabled, a warning message “This change will reset <number> workflow templates to the default option. Workflows that have already been initiated will not be affected. Are you sure?” is shown if any workflow templates have used a different option than the default. Click Yes to change all existing templates to use the default settings. The default is no password for a review activity and a password is required for an approval activity.
  1. In the PDF Converter settings area, set the following options:

Setting

Description

Choose the list of workflow merge templates

Select the public saved search template name for the PDF converter templates.  See PDF converter templates for more information on how to create templates.

Set the workflow merge template opening tag delimiter

Enter the opening tag delimiter for the PDF converter template. By default, this is {{ (curly brackets).

Set the workflow merge template closing tag delimiter

Enter the closing tag delimiter for the PDF converter template. By default, this is }} (curly brackets).

Set the workflow merge template tag field delimiter

Enter the field delimiter. By default, this is ; (semicolon);

  1. Click Update.