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Create a new Workflow Template

As the Workflows Administrator, you can quickly set up a drag and drop Workflow Template for documents that go through an identical review and approval process.

A Workflow Template sets out the rules for a workflow. These rules include:

  •     who needs to approve the documents
  •     in what order people need to approve the documents
  •     what happens when the final approval is given.
  1. Choose your project from the Project Selector at the top of the page.
Project selector
  1. Click Workflows in the Module Menu. Then, under Create New, click Template.
Create New Template

Don't see a Workflows button? The Workflows module isn't available on all projects. Contact your Project Administrator if you need to use the Workflows module.

  1. Type a unique name for the Workflow Template in the Template Name field.
Create Template Name
  1. In the Workflow Note field, enter any notes or instructions that you want all reviewers to see when the documents are transmitted to them.

    This information will be displayed on screen for each reviewer. It will also appear in the workflow transmittal.
  1. Next, choose how the workflow outcome using the Workflow Outcome Decided By options. A workflow's outcome is the ultimate outcome of the entire review process; each step in a workflow also has its own step outcome. You can use these step and workflow outcomes to control the point at which a review process ends.
    • If you want the entire workflow to be followed through before it can be given an outcome, choose Final step outcome. This sets the workflow’s last step as its outcome. That step outcome can only be set by the final reviewer in the workflow, so they're the only person who can complete the workflow.
    • If you want the review process to stop if any reviewer, for example, rejects the documents, choose Lowest of all step outcomes. This means that the lowest step outcome will be the final workflow outcome. The lowest outcome is the one in the Review Status Labels list whose color is closest to red. That outcome can be set by any reviewer at any point in the workflow.
Create Template Outcome Option
  1. Under Initiator Options, select the changes you want the workflow’s initiator to be able to make to the workflow before it starts, and while it’s in progress. You can give them the option to:
    • change how long steps take
    • change who’s involved in the step
    • skip steps in the workflow.
Initiator Options
  1. In  Transmittal Settings, set the information that will appear in all the transmittals that are created within the workflow.
    • You can associate certain project attributes with the workflow’s transmittals.
    • If all the workflow’s transmittals will be issued for a particular reason, you can set that, too.
Setting Transmittal settings
  1. In the Default Step Completion Rules section, set default completion rules for the workflow’s steps. You can change individual steps’ completion rules when you add steps to the draft workflow template.
    • Use the Parallel step completed when list to determine how the completion of parallel steps influence the workflow.
    • Use the On Rejection list to decide what will happen in the workflow if a step is rejected.
Step Completion Rules
  1. In the Final Transmittal field, add the names of any people you want to have copied in on the workflow’s final transmittal.
Choosing final transmittal recipients
  1. Click the Save To Draft button.
Save Button

You can click the Activate button to activate the template, but once you do, you'll no longer be able to add or edit steps in your template, or the associated workflow. If you need to edit an active workflow, it's best to make a copy of that workflow's template and edit that.

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