To add an object to the workflow
Workflow Designer Objects |
You can customize the steps of your workflow by using the Workflow Designer objects. When you add an object to the design canvas, a corresponding properties pane is displayed, which is named according to the type of object that you added and which you can use to configure the object's properties.
To add an object to the workflow
On the ribbon on the Home tab, select the object that you want to add.
For a state or approval state object, click the location on the design canvas where you want to place the object.
For a transition object, point to the first state or approval state object that you want to connect it to until the sizing handle appears, drag the transition object to the second state or approval state object that you want to connect it to until the sizing handle appears, and then drop the transition object.
In the properties pane to the right of the design canvas, configure the properties that you want for the object. The properties that are available vary depending on the object type.
You can also resize, move, and copy or cut and paste objects, as follows:
To resize or move an object, click it, and then use the sizing handles to resize it or use a drag-and-drop operation to move it.
To cut or copy an object, right-click it, and then click the option that you want. To paste the object, right-click the design canvas, click Paste, and then move the object to the location that you want.
Alternatively, you can use the CTRL+X, CTRL+C, and CTRL+V keyboard shortcuts to cut, copy, and paste objects.
The following types of objects are available.
State
State objects define the steps in the workflow that a file goes through, such as Draft, In Review, Approved, and Published.
After you add a state object, you can configure its properties in the State properties pane. The following options are available.
General
Name: Specifies the name of the state.
Set as production (published): Specifies that users who have permissions to access published files can access this file when it is in this state.
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When you integrate Print Portal with Librarian, you must select this option when you want BarTender documents that are in this state to appear in the Librarian root folder in Print Portal. |
Default initial state: Specifies that this state is the default initial state when the file is added to Librarian as a new file. Available only for the first state object that is added after the On Add File object.
Permissions
Use these options to specify which users or groups you want to have access to the file when it is in this state.
Group or user names: Displays the names of the users or groups that currently have permissions to access the file.
Add: Opens the Add User or Group dialog so that you can select the users and groups that you want to add to the list.
Remove: Deletes the selected user or group from the list.
Permissions: Lists the actions that can be performed on the file when it is in this state and specifies whether permissions to perform those actions are granted or denied for the selected user or group.
Notifications
Send enter state notification: Specifies that you want a notification email message to be sent when a file enters this state.
Setup: Opens the Enter State Notification dialog so that you can configure the email message that you want to be sent.
Approval State
Use the approval state object to assign the users or groups that you want to review a file for approval or rejection.
After you add an approval state object, you can configure its properties in the Approval State properties pane. The following options are available.
General
Name: Specifies the name of the approval state object.
Before leaving state: Specifies the number of users who must approve the file before it can leave this state.
All members must approve: Specifies that all the users in the Assigned members list must approve the file before it moves to the next state in the workflow.
Any member either approves or rejects: Specifies that when any single user in the Assigned members list approves or rejects the file, it moves to the next state in the workflow.
Specific number of members approves: Specifies that when the specified number of users in the Assigned members list approves the file, it moves to the next state in the workflow.
Assigned members: Displays the users and groups who have permissions to approve or reject the file when it is in this state. You must specify at least one user or group.
Add: Opens the Add User or Group dialog so that you can select the users and groups that you want to add to the list.
Remove: Deletes the selected user or group from the list.
Set as production (published): Specifies that users who have permissions to access published files can access this file when it is in this state.
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When you integrate Print Portal with Librarian, you must select this option when you want BarTender documents that are in this state to appear in the Librarian root folder in Print Portal. |
Permissions
Use these options to specify which users or groups you want to have access to the file when it is in this state.
Group or user names: Lists the names of the users or groups that currently have permissions to access the file. The user group "Everyone" appears by default, but this is a placeholder. You must replace it with users and groups from your organization.
Add: Opens the Add User or Group dialog so that you can select the users and groups that you want to add to the list.
Remove: Deletes the selected user or group from the list.
Permissions: Lists the actions that can be performed on the file when it is in this state and specifies whether permissions to perform those actions are granted or denied for the selected user or group.
Notifications
Send approval notification: Specifies that you want a notification email message to be sent to request approval when a file enters this state.
Setup: Opens the Approval Notification dialog so that you can configure the email message that you want to be sent.
Transition
Transitions are used to move a file from one state to another in the workflow. Transition objects represent this movement.
After you add a transition object, you can configure its properties in the Transition properties pane. The following options are available.
General
Name: Specifies the name of the transition.
Prompt for signature: Specifies that users are prompted to enter an electronic signature (user name and password) when they instruct this transition to move the file to another state in the workflow.
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Electronic signatures require that the user name and password be entered regardless of whether the user was already granted the appropriate permissions to transition the workflow. To log electronic signature requests to the system database, you must enable message logging on the System Database page. When you click to select the Prompt for signature option and enable message logging, you can audit the list of "Workflow Transition" permission checks that are made by using the For more information about how to enable message logging to the system database, refer to Enabling Message Logging. |
Prompt for comment: Specifies that users are prompted to enter a comment when they instruct this transition to move the file to another state in the workflow.
Comment is required: Specifies that users are required to enter a comment when they instruct this transition to move the file to another state in the workflow. Available when Prompt for comment is selected.
Initial Comment Text: Specifies comment text that is displayed as a prompt for the user comment.
Permissions
Use these options to specify the users or groups that can send the file through this transition.
Group or user names: Lists the names of the users or groups that currently have permissions to send the file through this transition.
Add: Opens the Add User or Group dialog so that you can select the users and groups that you want to add to the list.
Remove: Deletes the selected user or group from the list.
Permissions: Specifies whether permissions to send the file through this transition are granted or denied to the selected user or group.
Notifications
Send notification: Specifies that you want a notification email message to be sent when a file goes through this transition.
Setup: Opens the Enter State Notification dialog so that you can configure the email message that you want to be sent.
Text
You can use a text object to annotate your workflow design.
After you add a text object, you can configure its properties in the Text properties pane. Use the toolbar and other options to increase or decrease font size; apply bold, italic, underline, or strikethrough formatting; select a font typeface; select a font color; and specify the vertical and horizontal alignment settings.
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