Navigating to Workflow Configuration

Before using workflow in your project, it must first be setup and configured. To do this, from your Project Homepage under Project Administration, click the 'View Project Information' button in the 'Information' section. In Project Administration, click the 'Workflows' tab and then click the 'Add New' button.  

Creating a Workflow

In Add Mode, add the following detail and then click 'Save' to save your workflow

• Workflow Name - Required field - Enter a Workflow Name
• Description - Enter a description for your workflow
• Available For: - Select the form or forms that this workflow will apply to. All forms including Files and Folders are available to choose from including custom forms that you may have created. Submittals and Submittal Packages are excluded as the Submittal Workflow is already a feature specifically used for Submittals.
  • Use your CTRL Key to select multiple forms not in line. Use your Shift Key to select a specific set or all forms.  
• Who Can Start This Workflow - Placing your cursor into this field will auto-populate a list of users and share groups from your company that have access to the project as well as users and share groups from other companies to which your company is connected. Type ahead into this field to filter your selection if necessary. One or more users can be selected to 'Start This Workflow'.
• Steps - Under the WORKFLOW STEPS section, click the 'Add Step' button
  • Send To(For Action) - Required field - Place your cursor into this field to auto-populate a list of users that are from your company and from companies connected to your company on this project. Type ahead to filter the list if necessary. Select one or more users who will be responsible for taking action on this step.
    • Note - Users in the Send To(For Action) field, other than the user triggering the workflow, will get an email notification requesting their action when the workflow reaches that step.
    • When a workflow reaches a step where the Send To(For Action) is required, that user will automatically be shared the document to which the workflow is in progress.
  • Who Must Approve - Required field - This field is an 'Any' or 'All' option.
    • Any - After any user in the step takes action, the workflow moves to the next step
    • All - All users in the workflow must take action on that step before the workflow moves to the next step
  • Days to Approve - Required field - Enter the number of days the workflow 'Send To' has to take action on the step.
    • Note - Days to Approve is configured by the defined Calendar Configuration ' Standard Working Days/Non-Standard Working Days' and 'Non-Working Days' such as holidays. For more information on Calendar Configuration see the Help section Project Calendar
  • With Instructions - Enter step instructions for the user as they pertain to his step. Instructions are included in the workflow notification send to the 'Send To(For Action) user.
  • Also Copy(For Information)  - Easily notify others when each step of the workflow as it progresses. Place your cursor into this field to auto-populate a list of users and share groups from your company and from companies connected to your company on this project. Type ahead to filter the list if necessary. Select one or more users or share groups who you wish to copy.
    • A 'Share Document' notification will be sent to all users identified in this field.
    • When a workflow reaches a step where the Also Copy(For Information) is identified, that user will automatically be shared the document to which the workflow is in progress.
  • Add Step - With all information entered in Step 1, click the 'Add New Step' button or click the 'Add and New' button to add additional steps.
• Save - Click the 'Save' button to save the workflow

Workflow - Configuration Access

Workflows are company specific and project specific. Only users of your company who have access to the project and have been provided workflow configuration access can edit the workflow. When a workflow is first created, the logged on user has access to the Workflow Configuration.  The workflow however, can be configured to allow any user of your company to maintain the workflow configuration.

• To allow additional users access to the Workflow Configuration, as the workflow creator, click the 'Edit' button on the Configuration Access tab of the workflow. Users and share groups from your company that are on the project will be listed. For each user or share group that you wish to provide workflow configuration access to, check the 'Access' box next to their name or share group. Complete the process by clicking 'Save'. Configuration access will be indicated by the  icon next to the users name. 
  • Note that there is no partial access and users who have configuration access rights have full access to the workflow configuration including edit and delete rights.
• To remove configuration access, uncheck the 'Access box' for that user or share group and click save

Editing Workflows

Editing workflows can have unintended results and therefore this section defines not only how to edit workflows but also provides important information on the outcome of certain edits such as deleting and reordering steps of a workflow. To edit a workflow, click the 'Edit' button.

• Workflow
• Workflow Name - Editing the workflow name will update all workflows including those in progress and those that have been completed.
• Description - Updates the description for the workflow
• Available for: - Changes the forms that are available for the workflow going forward. Existing and completed workflows are not affected.
  • Add a form type - Use your CTRL Key to select additional forms to be added to the workflow
  • Remove a form type - Use your CTRL Key to deselect existing forms from the workflow
• Who Can Start This Workflow - Defines who can start new workflows and restart cancelled workflows.  
  • Add - Placing your cursor into this field will auto-populate a list of users and share groups. Type ahead to filter the list to a specific user or share group. Select the user or share group to be added
  • Remove - Click the 'X' button next to the user or share group to be removed
• Save - Click the 'Save' button to save changes. 
• Workflow Steps - To edit a workflow step you must be in edit mode on the workflow. Start by clicking the 'Edit' icon (Pencil) next to the step to be edited. 
• Send To(For Action)
• Completed workflows - No affect
• Workflows in progress
• Workflow before edited step - No affect.
  • Added User - When the workflows gets to that step, it will go to all users noted in the 'Send To(For Action)
  • Removed User - When the workflows gets to that step, it will go to all users noted in the 'Send To(For Action)
• Workflow at edited step  
  • Added User - Does not retroactively share the document to the Send To(For Action) User. Added user does not show up in the existing workflow.
  • Removed User - User should still see the workflow and is still required to take action.
• Workflow after edited step 
•  Added User - Does not retroactively share the document to the Send To(For Action) User. Added user does not show up in the existing workflow.
• Removed User - Workflow history still shows the removed user.
• Workflow not started - No affect
• Who Must Approve (All vs. Any)
• Completed workflows - No affect
• Workflows in progress
  • Workflow before edited step
  • Workflow at edited step
  • Workflow after edited step 
• Workflow not started
• Days to Approve
• Completed workflows
• Workflows in progress
  • Workflow before edited step
  • Workflow at edited step
  • Workflow after edited step 
• Workflow not started
• With Instructions
• Completed workflows
• Workflows in progress
  • Workflow before edited step
  • Workflow at edited step
  • Workflow after edited step 
• Workflow not started
• Also Copy(For Information) 
• Completed workflows
• Workflows in progress
  • Workflow before edited step
  • Workflow at edited step
  • Workflow after edited step 
• Workflow not started
• Reordering Steps

xx

To delete a Calendar Event, navigate to that event. With the

xx Configurations

The Project Calendar can be configured to specify Standard Working Days vs. Non-Standard Working Days. It can also be configured to identify Non Working Days such as Holidays. To configure the Project Calendar, click the 'Cog' icon next to Project Calendar.

Helpful Screenshots