Set workflow properties

Assigning a workflow is optional. If you did not select a workflow for this template, skip to the next appropriate step, which depends upon add-ons installed on your system.

The workflow properties displayed depend on the type of workflow you selected. In general, you set the properties in the same way, no matter which type of workflow was selected.

Fixed Approval and Sequential Approval Workflow properties

Property Description
Name The default name for the type of workflow you selected appears in the Name field. Enter an appropriate name for the workflow you are defining. This name appears in the task list.
Reject Routing For Sequential Approval Workflow only. This option specifies how the workflow is routed when a Step is rejected by a participant.
  • To send the workflow back one step in the process, select All reject routes back to previous step.
  • To send the workflow back to the person who launched it, select All reject routes back to Author.
Data Fields Data fields contain values that are passed to participants along with the workflow. In order for a data field to be available in a given step in the workflow, you must define the field here. You set the value of the field later, in a specific step. For example, a monthly sales report approval workflow can include a field for the sales region name.
Attachments An attachment is any document or folder from the object store that is routed along with the work item to participants. For example, a monthly sales report approval workflow can include an annual sales projection document.
Reviewers
Approvers
Publishers
Default workflow steps for built-in workflows. You can define the data fields, attachments, participants, step deadline, instructions, and whether to allow participants to reassign the step. You can also rename the step or create "voter approval" style routing. Step names and routing for custom workflows vary.

NOTE  The Publishers step for the Fixed Approval workflow is optional. If your workflow process does not require a step that publishes the new object (such as a report document), you can omit this step from your template.

To set the workflow properties for a Fixed Approval Workflow

  1. Edit the name of the workflow, if needed.
  2. Under Properties, click the name of each property that you need to set. A new page is displayed for setting specific properties.
  3. Define each of the Routing steps.
    • Click each Routing name (Reviewers, Approvers, or Publishers) to specify the data fields, attachments, and participants for each specific step of the workflow. To continue, you must set at least participant values for each of these steps. See Set workflow properties - step information for details.
    • The Publishers step in this workflow is optional. To omit the Publishers step from the workflow, select the Remove check box.

To set the workflow properties for a Sequential Approval Workflow

  1. Edit the name of the workflow, if needed.
  2. Select a routing option for processing a rejected step. This setting determines what happens when any participant rejects the item at a step. The work item can be returned to the previous step or returned to the Author adding the new object.
  3. Under Properties, click the name link of each property that you need to set. A new page is displayed for setting specific properties.
  4. Define the routing for the workflow steps.
  5. If needed, add additional routing steps. Click Add New Route to add another step. Repeat step 4 to define the routing for the new step.


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