Workflow is a rules-based system that automatically sends an email notification, creates a task, performs an action, or starts a proof when specific, user-defined events occur. Workflow is available in the Files & Discussions and Database tabs and can only be accessed by a Workspace Administrator. Workflows will trigger in the order of the displayed priority on your workflow list.
Creating a workflow rule
To create a new workflow rule, go to Files & Discussions > Options > Workflow > New Workflow Rule, and follow these steps:
- Enter a rule name.
- Choose the rule type:
- Email Notification
- Task Creation
- Action - to set the file status
- Create Proof
- Checked Nightly
- Moved In
- Moved Out
Deactivating a workflow rule
To deactivate a workflow rule, edit the rule, select Inactive, and click Save Workflow Rule.
To select all the subfolders and files of a top level folder to include in a workflow rule, simply check the check box next to "Apply to subfolders of selection". To select individual folders, uncheck that checkbox and manually click on the folders you would like to include in your workflow rule.
Deleting Workflow Rules
Files & Discussion workflow rules can be deleted by clicking the 'trash can' icon to the left of rules in the Files & Discussion workflow rule list.