Creating a New Workflow

There are four types of Workflows available – Publish Approvals, Record File Approvals, Download Approvals and Feedback Requests.  

Please note: If you require a change to an existing workflow or a new one to be created, please consider reaching out to your IntelligenceBank  account manager first so that you can be assisted in creating the best workflow for your requirements.

To access your Workflows, navigate to Admin and the click on the "Workflows" Tab:

From this area you will be able to manage your workflows with the below options:

• Edit
• Delete
• Create

Creating a New Workflow

When creating a new workflow it it important to understand each functions and how they will work. Below is a list of some key fields and what they are used for

Key fields:

• Workflow Type:
  • Publish - When new content is published, an
    approval process is triggered and the content only
    becomes visible to other users once it has been
    approved.
  • Download - Users with Preview permission on a
    folder can request approval to download files
    within that folder.
  • Feedback - Users can request feedback on any
    item at any time. Reviewers can approve or
    decline. Unlike Publish Approvals, the process
    doesn't get interrupted when a user declines the
    reviewed item. This option can be used to gather
    votes or request a separate approval that is not
    visible to the initial submitter for example.
  • Approval - Users can request approval on files
    uploaded into a Multiple Upload field within a
    Database Record. Files will remain in record if
    declined.

• Review Process:
  • Standard - Completed when the last person listed in the workflow has completed their approval.
  • Staged - Review process is completed in staged where by the workflow will move to "stage 2" after everyone in "Stage 1" has completed.

• Which Reviewer:
  • All Selected - The selected reviewers will all be
    asked for approval.
  • Leader - The Leader of the user submitting the
    request (as set in the User profile) will be asked
    for approval.
  • Leaders - The Leader of the user submitting the
    request (as set in the User profile) will be -
    preselected as the approver, however, the
    requester can switch to request approval from the
    Leader's Leaders.
  • Requester's Choice - The requester will be able to
    choose the approvers from the list of users pre-
    selected.

Note that any field marked with an asterisk (*) Is mandatory and cannot be left unchecked. 

Please note that the 'Database' and 'Records' terminology referenced above may appear differently in your platform as these are customisable terms. You can view related terminology here.