Enter a descriptive name in the Workflow Subject field near the
top of the dialog. Or, click the down arrow 
to
the right of the field to select a previously-used subject line.
New workflow templates are created in the Workflow > Templates dialog.
Note: If no Public workflow templates have been pre-defined at your site, this dialog will be empty as it first appears.
To create a new workflow template:
With any file(s) selected, on any worklist, select Templates from the Workflow pull-down menu. Or, right click, then select Workflow > Templates from right-click menus. That opens the Workflow > Templates dialog.
Notes:
• It does not matter at this point what file or files are selected. All that matters is a file has to be selected to open the Workflow > Templates dialog. Once the process of creating, changing or deleting templates has begun, file selection no longer matters.
• If you select more than one file, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click OK.
In the Workflow > Templates dialog, click Add. That opens the Template > Add dialog.
In the Template > Add dialog:
Enter a descriptive name in the Workflow Subject field near the
top of the dialog. Or, click the down arrow to
the right of the field to select a previously-used subject line.
Note: ALL field entries and choices in the Template > Add dialog are optional. Worldox needs only a name for the template, which you supply as it saves (Step 14 below.)
Next you define the first (or only) route for the template. Enter a brief cover message for the workflow email, in the Message field.
Now click Question. That opens the first Workflow Route dialog.
In the Workflow Route dialog, select the type of input you want to receive from participants:
• Select Review/Comment to elicit detailed reactions and comments.
• Select Approve/Reject to request a simple yes/no judgment.
• Select Rate from 1-5 to request a numerical rating (a satisfaction index)
Then click OK. That opens a second Workflow Route dialog.
In this second Workflow Route dialog, your Step 6 selection is repeated on the Ask User line. Beneath it are three fields used to define success or failure:
Note: SUCCESS and FAILURE can be customized to your needs. These are relative concepts in the Workflow module.
In the farthest left drop-down
field, click the down arrow to select
SUCCESS or FAILURE
from the list.
In the middle drop-down, click
the down arrow to select a percentage of response
required to declare the effort a success or failure.
In the far right drop-down, click
the down arrow to select the
criteria for your success/failure judgment. Available choices here
reflect the user input selected in Step 7:
• If the request to participants is Review/Comment, the only possible choice in this field is REVIEWED.
• If the request is Approve/Reject, the choices are APPROVE or REJECT.
• If you had elected a rating decision in Step 7, the drop-down list would show ratings:
With all three fields set to your satisfaction, click OK.
Still on the Workflow > Create dialog, click Due Date. That opens a third Workflow Route dialog, with conditional date choices for additional routes.
Note: The due dates set here are conditional, meaning they are based on workflow start dates to be determined. Here is some helpful information - including best practice and tips on using this dialog.
Establish the due date for response.
In the Due Date section of this third Workflow Route dialog:
• Select Same Day to request an immediate response, the same day the request is sent.
• Or, select The Following to pick a due date within the week following the day the request is sent. That opens the Due Date - following dialog. Select the following day there, then click OK.
• Or, select Begin Day Plus to pick a due date at some set interval following the day the request is sent. That opens the Due Date - begin dialog.
In the Due Date - begin dialog:
First, set the interval after the start date, before the due date deadline.
Select or accept the time measure in the
right-side Plus field. Working days is pre-selected. Click
the down arrow to select another option on the
drop-down list if necessary.
Note: The “Working Days” choice sets the chosen interval around weekends and holidays. Choosing “Calendar Days” means the due date can fall on a weekday or holiday.
Click the down arrow to select the number of days, weeks
or months in the left-side Plus field.
Note the When the route can be due section.
The days and links you see as the dialog opens represent a default, day-by-day schedule. It’s an assumption only, a starting point. This may be good enough for your purposes. If not, please change this schedule now so that Worldox can schedule due dates and times based on your firm’s actual work hours.
• Click on one or more links to change day/hour schedules in the Working Day dialog.
• To start over, just click Restore the default schedule on the Due Date - Begin dialog.
With OK dates and times selected in the Due Date - begin dialog, click .
Establish the time for response.
Still in the third Workflow Route dialog for additional routes, set the time for the response deadline – for the due date selected in Step 4 above. In the Set Due Time as section of the form:
• Select
Specific Time to set the response
time on the due date. That opens the Set Due Time dialog. Click
the down arrow next to one or more fields to
select a time from drop-down lists, then click OK.
• Or, select Begin Time Plus to pick a response time deadline on the due date - at some interval after the time of day the request is sent. That opens the Set Due Time - begin dialog.
In the Set Due Time - begin dialog:
Select or accept the time measure
in the right-side Plus field.
Working hours is pre-selected. Click the down arrow to select another option in the drop-down
list.
Note: The “Working Hours” choice sets the chosen interval around weekends and holidays. Choosing “Calendar Hours” means the due date can fall on a weekday or holiday.
Click the down arrow to select the number of hours
or minutes in the left-
Note the When the route can be due section.
The days and links you see as the dialog opens represent a default, day-by-day schedule. It’s an assumption only, a starting point. This may be good enough for your purposes. If not, please change this schedule now so that Worldox can schedule due dates and times based on your firm’s actual work hours.
• Click on one or more links to change day/hour schedules in the Working Day dialog.
• To start over, just click Restore the default schedule on the Set Due Time - Begin dialog.
"Test" the due date; make any changes needed.
Back in the third Workflow Route dialog, note the Testing zone at the bottom of the dialog. It shows what the due date would be based on a presumed start date (today). Here’s an example.
You can actually play out different scenarios, to see how a due date might fall based on a specific start date, also on date/time requirements specified in Steps 9 and 10 above.
Use this Testing zone to try out your scheduling. If the selected due date/time won’t work, go back to Step 4 above and try another due date.
When you're satisfied with the request due date, click OK.
Back in the Template > Add dialog, click Add User above the empty user list, in the bottom part of the dialog. That opens the Workflow Route: Add Recipient dialog - template.
Add one or more recipients.
In the Workflow Route: Add Recipient - template dialog:
Enter a user code or name in the
To field, or click the down
arrow
to select from the Worldox user list. (Workflow documents can be routed
only to Worldox users with valid email addresses.)
Note: If you do not see the recipient you want on the To list, that means there is no email address associated with this user. Please check with your Worldox Administrator if you have questions.
To add another user, click Next. That places the recipient name just identified on the underlying list, and opens another Workflow Route: Add Recipient dialog, with blank fields.
Add as many additional users as you want. When the recipient list is complete, click Done. That places the last recipient name identified on the underlying list, and closes the Workflow Route: Add Recipient dialog.
With recipients identified, that completes the first (or only) routing of this workflow template.
You can at this point revise the completed workflow route (by clicking various buttons on this dialog) or create new routes. To create a new route, click the Add tab near the top of the dialog, then repeat Steps 3 through 13 above and return here.
When you have added any additional routes needed and made all necessary changes, click Save. That opens the Save Template dialog.
Note: The linked Save Template illustration shows this dialog as a Worldox Manager sees it. Managers have the ability to target saved template for other users. Most Worldox users can save templates only for themselves. These customized templates are then available under the Personal tab in the Workflow > Templates dialog.
In the Save Template dialog, type a name into the Template Name field, then click Save.
