Content Manager 25.1 Content Manager

# Workflow properties

1. In the Workflow Editor toolbar, click Display Properties

   -- or --

   right-click in the blank area and select Properties.

   The New Workflow window appears.

   The fields contain data if you selected to create a new Workflow from a template.

   NOTE: To search for a Workflow option, on the Workflow dialogue box, click in the Search field and type in a word or phrase that is in the option's caption. The list of Workflow pages will reload to display the pages that have an option that contains the searched word(s). Click on the displayed pages to find the required option. To reset the pages back to the default list, click the Clear button in the search field.

2. General page
   - Name - by default a combination of job number and record number. Modify if you want to.
   - Client - the customer who the Workflow was created for
   - Priority - Workflow priority
   - Default Container - the container you want to use to contain any new records or documents attached to the Workflow.

     NOTE: You can only set a record as the default container of a new Workflow when you are initialising this Workflow from a Workflow template that has no default container.

   - Record Type - set one for documents created within the Workflow
   - Workflow Supervisor - the Supervisor Location responsible for overseeing the Workflow
3. Additional Fields page - the associated Additional Fields for the Workflow are displayed on this page. See Modifying Additional Field data for details and instructions about how to use or modify Additional Fields.
4. Progress page

   Workflow

   - Date Registered - when the Workflow was created in Content Manager
   - Scheduled Duration - estimated time it will take to complete the Workflow

   Current Schedule

   - Date Started - when the Workflow was started. By default one minute after time of creation.
   - Date Due - when the Workflow is due to be completed. By default the time it was created.
   - Total Remaining Duration - time between start time and due time minus time passed
   - Reschedule button - click for the Reschedule Workflow window to change the above dates and/or times and click OK:
     - Start Date
     - Due Date
     - Earlier than Usual
     - Later than Usual
   - Add Day - adds one day to the value in the current field
   - Add Hour - adds one hour to the value in the current field
   - Add Minute - adds one minute to the value in the current field

   Activities In Progress - displays:

   - Current status
   - Name of Activity
   - Workflow name the Activity belongs to
   - Template the Workflow is based on
   - Assigned To
   - Due Date of the Activity

   Right-click an Activity to modify it.

   See Working with Workflow Activities.

5. Documents page

   NOTE:

   Workflow document placeholders and security permissions

   If a user who does not have the appropriate security or Access Control to see the record chooses the Document page, they will see a placeholder that enables them to view the title of the attached document.

   Both the document and its placeholder name are hidden from users who do not have the appropriate access permissions.

   Right-click for the option:

   - Add Reference Document - to search for a record to add as reference document.

     Reference documents cannot be edited. They use the icon .

   These Workflow reference documents will be available for users to select in the Activity Documents page of this Workflow.

   Right-click an attached record for the Workflow options:

   - Add Reference Document
   - Record - options:
     - View - displays electronic document in viewer
     - Edit - to edit the electronic document
     - Print Document - prints document
     - Check Out - checks out the record
     - Check In - to Content Manager
     - Final - finalise document
     - Notes - display record notes
     - Assignee - display Assignee of record
     - New Communication - attached to record
     - Mail Recipient - send Content Manager reference by email
     - Make Reference - save Content Manager reference
   - Delete - removes record from Workflow
   - Properties - to view or modify record properties
6. Options page
   - Automatically start Activities when they are ready to start - starts the next Workflow Activity in the Workflow automatically.

     Clear this option to make users start each Activity manually.

     NOTE: Automatic starting can be applied to the first Activity as well as the other Activities.

     Activities will only automatically start as long as there is a Person Location type, as Assignee.

     Workflow properties can be set to not automatically start Activities.

   - Finishing an Activity early brings the due date forward - recalculates the Workflow due date when an Activity is completed earlier than its due date
   - Finishing an Activity late sets the due date back - recalculates the Workflow due date when an Activity is completed later than its due date
   - Reset Due Date when resuming a suspended Activity - recalculates the Workflow due date when an Activity is suspended
   - Workflow Destroy Due Date - the date the Workflow is due to be destroyed
7. Notes page

   For you to type information about the Workflow. With default permissions, you can only append to existing notes, not change them.

8. Other Notes page
   - Subject - select the Activity or the Workflow to display the contents of their Notes fields. Select Display All to view all Activity/Workflow Notes.
9. Access Controls page
   - If you have the correct access permissions, view and/or modify access to this Workflow.

     Select an item and use the buttons at the bottom to change access.

10. Click OK.

    The Workflow... Top Level editor window appears.

    If you selected to initiate the Workflow from a template, this window will contain all the Activity steps set up in the template.

    If you selected to initiate the Workflow without using a template, the window will be blank.

    See Workflow editor.

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

Topic Title: Workflow properties