Enter the Basic Workflow Information

Basic information about a workflow includes the name, description, type, and other options that control the general behavior of the workflow and the items that the workflow applies to.

  1. Navigate to Administration > Workflows within the relevant enterprise, site or project where you want to create the workflow.
    This opens the Workflow dialog, which displays a list of workflows that have been created.
  2. Click on the Add Workflow link.
    This opens the Workflow Designer dialog.
  3. Click New Workflow.
    The Workflow Configuration Page is displayed.
  4. Enter the basic information about the workflow:
    NameName the workflow that you are creating (for example, Design Review, Alternative Construction Review, or Construction Review).
    MandatorySelect this check box if the workflow is mandatory on items of the type selected within the Application Type field.
    DescriptionUse this field to enter a description of the workflow.
  5. Use the Application Type field to select which items the workflow will apply to.
    • If you select Document or Static Virtual Container, you are placing the workflow on the header of the item. This means that no matter how many times an item is revised, it will stay in the same workflow.
    • If you select Document Revision, Form Revision,or Static Virtual Container Revision, the workflow will apply to every item.
  6. Select the Show Last Visible Revision check box if users who do not have access to the current revision of an item in a non-visible workflow will see a previous revision of the item that has been made visible.
  7. Select the Enable Secure Markups check box to set up a workflow so that access to all of the markups is restricted while the item moves through the workflow.
  8. Optional: Select the Do not Email owner at Termination: check box if you do not want the item uploader to receive a notification that their item has completed the workflow process.
  9. Optional: If you selected Form Revision in the Application Type field, use the Form Templates field to select the form templates that the workflow applies to.
  10. Use the Apply To Filters section to select which items the workflow will be applied to. You can filter by one or more of the following:
    • File type - items with the given filetype will trigger the workflow
    • Status - items with the given revision status will enter the workflow
    • Container - items uploaded into the given container will enter the workflow
    • User - items uploaded, revised, edited or voted on by given user will enter the workflow
    • Organization - items uploaded, revised, edited or voted on by given Organisation will enter the workflow
    • Distribution Group - items uploaded, revised, edited or voted on by given group will enter the workflow
    • Security Group - items uploaded, revised, edited or voted on by given group will enter the workflow
  11. Click Apply.
    The start node is created. You are now ready to create the workflow using Standard Nodes, Advanced Nodes and Template Nodes. Click here for examples of workflows.
  12. To return to the Workflow Configuration Page and change the workflow's basic information, right-click on the start node and click Configure.
Workflows can be saved in draft mode, allowing a user to back out and come back and complete the workflow at a later date. To do this, click Save as draft within the workflow creator screen.