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 workflow integration provides a method to use Adobe Acrobat Sign with documents stored in FileHold. This custom feature is dependent on the customer contracting directly with Adobe for their e-signature services. When one or more documents, such as a contract, needs to be signed, they are sent to Adobe Acrobat Sign from a FileHold workflow task. The Adobe Acrobat Sign settings need to be configured to use the feature.

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 steps involved:

1. Create PDF converter templates in Microsoft Word.
2. Create a schema for PDF converter templates in FileHold.
3. Add PDF converter templates to FileHold library.
4. Create a public saved search for PDF converter templates. See the End User Guide for details.
5. Configure PDF converter settings.
6. Create workflow template for the schema. Configure PDF options to set converter template.
7. Initiate workflow.

The tags in the converter template are delimited by unique character sequences. By default, the opening delimiter is “[[“. The closing delimiter is “]]”. Tags can include multiple delimited fields. By default, the field delimiter is a pipe “|”. 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

3. Select the option for the user interface when completing tasks:

• New only – Uses the new interface (FileHold 16.2). The new interface provides more clean and friendly interface that provides more workflow details to the user. For example, task details, activity title, and previous workflow activities, comments, and actions can be seen on the same screen.

• Classic only – Uses the old interface (prior to FileHold 16.2).

• Prompt user – The user can decide which interface to use.

4. Enable any of the following permission options:

5. In the PDF Converter settings area, set the following options:

6. Click Update.