Applies to: Users with the Manager Plus role
Use the steps below to set up workflows for one-step document approval. Each configuration should serve a single purpose. For example, you could create a configuration to route documents to your organization’s legal team, and another workflow to route documents to the finance team. You can set up as many configurations as your organization needs.
I want to
- Configure a document approval workflow configuration
About this task
When you create a workflow configuration, it is created in draft mode. Draft mode allows you to make changes before making the workflow available to exchange users. When you are ready for users to begin performing the tasks associated with the workflow, save and activate it.
Note that you can change the users who are assigned to a workflow at any time, but only future workflow instances are affected. Any users assigned to existing workflow instances are allowed to complete them even if they are removed from the list of users assigned to the workflow.
Workflow configurations can have one of the following statuses:
- Active — The workflow configuration is ready for Workflow instances may or may not have been created from it.
- Draft — The workflow configuration has been saved as a draft, but is not considered ready for use. It is not activated. Draft configurations are visible only to the person who created When they are made active, configurations are visible to all users with the Manager Plus exchange role. Once activated, a configuration cannot be returned to draft status.
- Inactive — The workflow configuration has been made unavailable for creating future workflow Any instances already in process are not affected if a workflow is made inactive. Inactive workflows can be reactivated.
- Click Settings in the upper right corner of the screen, then select Exchange Settings from the menu that appears.
- In the Advanced Settings section, select Workflow.
If the Workflow setting is currently OFF, contact your Intralinks Client Services representative and request that the setting be turned ON.
- Click Configure to display the Workflow Configuration panel. Existing workflow configurations are displayed.
- Click Create Configuration.
- In the Request Type field, enter a name for the configuration that clearly describes the configuration’s purpose and that is easy to distinguish from other configuration names. This is the name that the people requesting approval and the approvers see.
- In the Requestors field, enter or select the groups that will be allowed to use this workflow to request document approval. This configuration will be available only to the groups you select.
- In the Approve Document step of the flowchart, click Configure.
- In the Assign to field, enter or select the people who will be allowed to approve or reject documents that are routed to them using this workflow.
- (Optional.) If you want documents to be automatically published after they are approved, set the Publish Document option to on. Documents that are rejected will not be published.
- In the Publish Document panel that slides out, select the folder where this workflow’s approved documents will be published or mark Do not move the document to leave the documents where they are.
- Click Next.
- Review the permissions for each group on the exchange. These permissions determine whether the groups can view or change the documents published using this workflow.
If your exchange uses folder-level permissioning To make changes to the permissions already applied to this folder, select the Set permissions now option. To change an individual group’s permissions, right-click on the group’s name and select a permissioning option from the menu that appears. To change permissions for all groups, mark the box next to the Group Name heading, then right-click on the groups and select the permissioning option you want.
If your exchange uses document-level permissioning To change an individual group’s permissions, right-click on the group’s name and select a permissioning option from the menu that appears. To change permissions for all groups, mark the box next to the Group Name heading, then right-click on the groups and select the permissioning option you want.
- When documents are published, users who have access to them are notified by email. Intralinks VDRPro provides a standard subject line for these emails, but you can enter a different subject You also can add a note to each email message that will appear for every document published using this workflow.
- Click Done.
- To make the workflow available to the selected requestors, click Activate. The Workflow Configuration panel is redisplayed, and your configuration is displayed with an Active status.
To save your changes and leave the configuration inactive, click Save Changes. Return to this screen to activate the configuration when you are ready for requestors to begin using it.