Content Manager 25.1 Content Manager

# Workflow Activity Authorisations page

The Activity properties 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.

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

TIP: Ideally, the Workflow administrator sets the authorising Location before the start of the Workflow. However, 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

When you complete an Activity which has authorising Locations, it has Pending Authorisation rather than Finally Completed status.

The Activity will not be Finally Completed unless all authorisations have been completed, as well.

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

TIP: You can find information about authorisations and rejections of Activities in the Activity Notes page.

Authorising the Activity result

1. Right-click the Activity, select Authorise.

   The status changes to Finally Completed if it is the last authorisation required.

   Within the Workflow Editor window, you can also use the Activity's icon button to display the Authorisations page automatically.

Rejecting the Activity result

All Locations who can authorise an Activity can reject the Activity result once the Activity has reached Pending Authorisation stage or has been authorised.

1. Right-click the Activity, select Reject.

   The status changes to Started and it returns to the original Assignee.

   If the result of an Activity has to be authorised by more than one person, if any one of them rejects the Activity, it will be rolled back and the completion and authorisation process will start again. The authorising Location can pass the authorisation responsibility to a different person by changing the Location.

   Content Manager sends an email to the Activity's Completed By Location.

   NOTE:

   - The authorising Location will only receive an email when the relevant email option in the Options page of the Activity right-click Properties dialogue box 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 an Activity requiring authorisation has no authorising Location defined, Content Manager will use the Supervisor of the Activity 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 Content Manager will add the supervisor to the authorising officer list for that Activity.

Adding a new authorisation Location

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

Removing an authorisation Location

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

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Version 25.1 | Last updated January 2025
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Product: Content Manager 25.1

Topic Title: Workflow Activity Authorisations page