Workflow can be used to initiate action on a document or item. For example, one can collect feedback on a document or route it for approval etc. Workflow can also be associated with a list. The workflow can be manually started or setup to automatically start on item creation. Setting up a workflow involves the following:
- Select Settings > List Settings
- Click ‘Workflow Settings’
- Select a workflow template. In this example, ‘Approval’ is selected
- Enter a name for the workflow. This will be displayed in the ‘item’ view
- Select a ‘Task List’ to use with the workflow. Either use the existing list or request creationof a new task list
- Similarly, use an existing ‘History List’ or request a new history list
- Select ‘Start Options’ – either manually or when an item is created
- Click the <Next> button
- Assign tasks to
- All participants in parallel
- One participant at a time
- You can allow workflow participants to reassign the task and/or request a change before task completion
- Enter the name of the ‘Approvers’
- If the workflow is to be routed from one participant to the other (serial), enter names in order of routing
- If the ‘Approver’ is a group and if you wish to assign a single task to the group, check the ‘Assign a single task to each group entered (Do not expand groups)’ checkbox. This option will not send individual notifications to each group member
- If changes are to made to the participant list, check ‘Allow changes to the participant list when this workflow is started’ checkbox
Due Date: Specify Due Date parameters
- Enter ‘Tasks are due by’ field for parallel workflows. This field will be inactive if you had selected serial in the ‘workflow tasks’ region earlier
- For serial workflows, enter in days or weeks the time required for each person to finish their task
- Optionally, choose to notify others of the workflow
Enter completion options:
- For parallel workflow, you can choose to complete the workflow when ‘x’ number of tasks are completed (The checkbox will be greyed out for serial workflow)
- Optionally, choose cancellation options: Either when the document is rejected or document is changed.
- Choose to update the approval status after completion. This updates the approval status to ‘Completed’ from ‘In Progress’
- Click <OK> to complete
{xtypo_info} Create a custom list and associate this workflow {/xtypo_info}
{xtypo_info} Creating a custom list plus associating a workflow to that list can be very useful. For example, one can create an approval form (as a list) and route it for approval {/xtypo_info}