Workflow dialog
Key point: Create or update the workflow of your document.

Use the workflow dialog to create or update a workflow on a document.

Workflow dialog form

For managers: In the group properties form, managers can set the values for workflow properties and which roles can use them.

The title of the document is displayed at the top of the dialog. In the form following the title, you can set values for following workflow properties.

Workflow properties

Status

Select a workflow status for the document in the drop-down box. When you start a new workflow, the first value is the recommended initial value (for example Initiated). The list of available workflow statuses you are able to set is dependent on the values that have been set for your role within the group.

Priority

Select the priority in the drop-down box or None if you don’t want to set a priority for the workflow.

Assignee

Select the member responsible for the document in the drop-down box or Nobody if you don’t want to assign the workflow at this stage yet. The drop-down box lists all the group members with the permissions of a contributor.

It is good practice to set the assignee for an active workflow status.

Due Date

Click the date field to bring up the calendar and choose the date when completion of the work is required. Use the icon to remove the due date.

Your comment

Type a comment if needed. The comment is included in email notifications.

Labels

One or more labels can be added to the workflow. Click one of the available label values following the Your comment field or click the icon to add a custom label. 

Notification settings

The message settings can be set for the workflow. To change from the default  minimal notification, click one of the notification icons on the right.

Some statuses automatically send an email notification to approvers.

Start a new workflow dialog

When a document doesn’t have a workflow, click the Create workflow button to open the Start a new workflow dialog.

After you have selected the workflow properties for your document, click the Start workflow button. When workflow is started, the icon in the right sidebar now displays a red dot on the top right.

The values selected for Status, Priority, Assignee, and Due now display in the drop-down boxes.

  • If Priority is None – display is “No priority”.
  • Assignee is Nobody – display is “--”.
  • Due date is not selected – display is “--”.

The creator’s avatar and name display, and on the right, the time the workflow was created displays. The current status and any comment display. The Update workflow button is at the bottom.

Update a workflow dialog 

Where a document has an existing workflow, you can update it by viewing the document workflow panel, or through the workflows page. In either location, click the Update workflow button at the bottom of the workflow list. 

For your update, the fields displayed and values to select are the same as when starting a new workflow.

Change any values then click the Update workflow button. The changed values are now reflected under the headings at the top of the Document workflow panel as well as displaying at the bottom of the workflow list.

When viewing the workflows page, click the Update workflow button.

How to find this page

You can open this dialog from: