Workflow template Activity Authorisations page

The Activity Options page contains the option Requires authorisation before it can be finally complete.

If it is selected, the Activity must be authorised.

The Authorisations page enables you to set a Location that will authorise an Activity result after it has been completed.

  1. Right-click the Authorisations page and select New Authorisation
  2. Select a Location
  3. Click OK

For each Activity, you can add as many authorising Locations as you wish.

TIP: Ideally, the Workflow administrator should set the authorising Location before the start of the Workflow.

  1. Right-click the Location and select Remove
  2. Click OK

When a user completes an Activity which has authorising Locations, it will have Pending Authorisation status rather than Finally Completed status.

The Activity will not be Finally Completed unless all authorisations have been done.

Content Manager will notify the Location responsible for authorising the Activity result by email and add the Activity to their Records Due tray.

NOTE:

  • The authorising Location will only receive an email if the relevant email option in the Options page of the Activity Properties is selected.
  • The Activity appears in the authorising Location's Records Due tray only when the option Include any Activities awaiting authorisation in the Options tab of the Search for Activities dialogue is selected

If no Location has been set by the time the Activity is ready to be completed, the Activity Assignee can set Locations to authorise the Activity result.

Apart from the authorising Location listed, Content Manager accepts authorisations from two other Locations:

  • Delegates of the authorising Location
  • Members of the authorising Location

If an Activity requiring authorisation has no authorising Location defined, the supervisor of the Activity will be used by default.

If there is no Activity Supervisor, the authorising Location will default to the Workflow supervisor.

It is not until the Activity is completed by the Assignee that the supervisor will be added to the authorising officer list for that Activity.