Defining workflow stage properties
A workflow stage is composed of a set of selected workflow actions.
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To select a workflow action to run on entering or exiting a workflow stage, click Select Actions.
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To add workflow actions, click Add.
- Select the required workflow actions from the index and then click OK.
- Email actions only can be selected to run on exiting a workflow stage.
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To remove workflow actions, select the workflow actions that you want to remove and then click Remove.
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Use the arrows to change the order in which the selected workflow actions are run.
Note
In most cases, actions are run when a stage is entered. For example, you add a scheduled move action to run on entering a stage so that it is enabled as soon as an item enters that stage. However, if you set a scheduled move action to run on leaving a stage, it will never run. The most common type of actions to run on leaving a stage are email actions, when you want to notify users that an item leaves a workflow stage, or custom workflow actions that are designed to run a task when an item leaves a stage.
Note
Some actions need to be run in a specific order. For example:
- A scheduled move action must always be the final action in a workflow stage, because any actions scheduled after a scheduled move action will not be run.
- You cannot run a version action before a publish action because you cannot save versions of draft items.
- If using a custom action, you may want to run the custom action before running an email action so that the draft content item is in a state ready to be reviewed by an approver.
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Select whether Joint approval is enabled then select the users or groups that need to be assigned Joint Approval.
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Select whether to require a comment to be entered when approving a workflow stage.
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Select Enable Previous Stage Button For Approvers to allow approvers to move items back to the previous stage. Managers and administrators always have access to this button.
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To select which users have access to an item in the current workflow stage:
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Click either:
- Grant User Access.
- Grant Contributor Access.
- Grant Editor Access.
- Grant Manager Access.
- Grant Approve Access.
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To add users or groups, click Add.
- Select either Users or Groups.
- Enter text to search for in the Search field and then click Search. (Leave the Search field blank to display all users or groups.)
- Select the required users or groups and then click OK.
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You can also choose to automatically inherit access based on the library access assigned to each user and group by selecting "Inheritance". This option is selected by default.
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To remove users or groups, select the users or groups you would like to remove and then click Remove.
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Then click OK.
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