New workflows are created in the Workflow > Create dialog. Here you create workflows from scratch. You can also use pre-defined templates to create new workflow requests, in the Template > Select dialog - essentially the same form as the Workflow > Create dialog.
• Create a new workflow from scratch
• Create a new workflow from a template
• Add routes to a draft workflow
• Set different due dates for individual recipients
Use the left-side navigation pane, search or other tools to find the worklist you need.
Highlight (select) the file(s) you want to send.
Note: You can create a workflow utilizing multiple files. If you select more than one, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.
Note: Workflows can only be created for Worldox-managed (profiled) documents. If you select as-yet-unprofiled files for routing, Worldox informs you that these files cannot be used for workflow purposes.
Tip: You can change file(s) selected for the workflow request, by clicking Change at the upper right of the Workflow > Create dialog. That opens the Attachments dialog, where files can be added or removed. |
In the Workflow > Create dialog:
Enter a descriptive name in the Workflow Subject field near the top of the dialog. Or, click the drop down arrow to the right of the field to select a previously-used subject line.
Next you define the first (or only) route for the document workflow. First, 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.
Define success/failure.
In this second Workflow Route dialog, your Step 7 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 drop down arrow to select SUCCESS or FAILURE from the list.
In the middle drop-down, click the drop 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 drop 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. That opens a third Workflow Route dialog.
Tip: Here you are setting one due date for all recipients. You can set different due dates for individual recipients if needed. |
Select Today or Tomorrow to request an immediate response. Or, leave Due before selected to establish a future due date. To set a Due before date:
• Use either of the drop-down fields on that line to select the date. The one on the left lists familiar date choices (e.g., “next week”, “next month”), while the right-side field uses a calendar for choosing the date.
• With date selected on the Due before line, three more fields appear to the right:
• Use those three fields to select deadline hour, minute and AM/PM respectively.
With all fields in this dialog set to your satisfaction, click OK.
Back in the Workflow > Create dialog, click Add User above the empty user list, in the bottom part of the dialog. That opens the Workflow Route: Add Recipient dialog:
Add one or more recipients.
In the Workflow Route: Add Recipient dialog:
Enter a user code or name in the To field, or click the drop 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.
Note: You can customize the due date for selected users if necessary. Click Due Date in the Workflow Route: Add Recipient dialog to set a different due date for one user. The date you set there applies only to that recipient. For details, see Setting a different due date for individual users below.
• You can at this point revise the completed workflow route (by clicking various buttons on this dialog), and can also create new routes. To create an additional route, click the Add tab near the top of the dialog, then follow the instructions below and return here.
• When you have added any additional routes needed and made all necessary changes, click Begin to start workflow communication, sending the selected file(s) to workflow participants on the first (or only) route.
Next steps
• You can add routes or make other changes to any active (still pending) workflow.
• You can also monitor the progress of active workflows (those you initiated).
• Worldox automatically sends you an email receipt at the conclusion (SUCCESS, FAILURE or time-out) of any workflow request. See Automatic email notifications on completion for details.
Tip: However FAILURE is defined for a workflow route, failure is not necessarily final. You can re-submit the workflow or route. |
You can also use pre-defined templates to create new workflows. In that case, the Template > Select dialog - essentially the same form as the Workflow > Create dialog - is used.
Use the left-side Worldox navigation pane, search or other tools to find the worklist you need.
Highlight (select) the file(s) you want to send.
Note: You can create a workflow utilizing multiple files. If you select more than one, Worldox asks you to confirm your selection, in the Clarify Selection dialog. If you see this dialog, choose the appropriate option and click Continue.
Note: Workflows can only be created for network-based, Worldox-managed (i.e., profiled) documents. If you select as-yet-unprofiled files for routing, Worldox informs you that these files cannot be used for workflow purposes.
In the Workflow > Templates dialog, select the template you want to start with, then click Select in the toolbar. That opens the Template > Select dialog.
In the Template > Select dialog:
Complete the form or make changes necessary to customize the workflow.
Because you’re starting with a template, some or all necessary information – perhaps even including recipients and due dates – will already be present here.
• If no changes are needed, you’re done; go to Step 6 below and send the request.
• Otherwise, completing this form is much the same as creating a workflow from scratch, in the Workflow > Create dialog. Follow instructions starting at Step 4 in Create a new workflow from scratch above.
Tip: You can change file(s) selected for the workflow request, by clicking Change on the upper right of the Template > Select dialog. That opens the Attachments dialog, where files can be added or removed. |
When the workflow is customized to your satisfaction, click Begin to start workflow communication, sending the selected file(s) to workflow participants on the first (or only) route.
Next steps
• You can add routes or make changes to any active (still pending) workflow.
• You can also monitor the progress of active workflows (those you initiated).
• Worldox automatically sends you an email receipt at the conclusion (SUCCESS, FAILURE or time-out) of any workflow request. See Automatic email notifications on completion for details.
Tip: However FAILURE is defined for a workflow route, failure is not necessarily final. You can re-submit the workflow or route. |
Adding the second and following routes to a workflow in-development is much the same as adding the first route, except for how the due date is set.
Still in the Workflow > Create dialog:
Click the Add tab to the right of the numbered Route tabs:
That opens a new, blank Route tab in this dialog.
Note: The Workflow Subject line remains the same and cannot be changed. Subject applies to any and all routes created for one workflow.
Change file attachments. (optional)
You can add or change files linked with this additional request route, if that is necessary. To do so, just click Change at the upper right of the form That opens the Attachments dialog, where files can be added or removed.
Fill out the Message field, and make Question/Route is a decisions as instructed in Steps 5 through 8 in Create a new workflow from scratch above.
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 dates and times selected in the Due Date - begin dialog, click OK.
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 on 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-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 Set Due Time - begin dialog.
When times have been selected in the Due Date begin dialog, click OK.
“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 4 and 5 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 on the Workflow > Create form, create the recipient list as instructed in Steps 10 and 11 in Create a new workflow from scratch above.
These instructions assume you are still in the process of creating a recipient list for a new workflow or route.
Note: You can also change due dates for selected recipients - or for all recipients at once - for active (in progress) workflows and routes. See Change/update workflows.
To create a due date exception as you are adding users to a route recipient list:
Worldox presents you with one or more Workflow Route: Add Recipient dialogs after you have established the due date for a workflow or route - one such dialog per recipient.
In any one of these Add Recipient dialogs - with the recipient identified in the To drop-down field here - click Due Date to establish a different due date for just this person. That opens another, larger Workflow Route: Add Recipient dialog for the same recipient. In this second Workflow Route: Add Recipient dialog, note that the Base due date (already defined for all recipients) appears as the Default selection. Three other choices for customizing individual recipient due dates appear below it:
Change the due date for this one recipient:
Select Today or Tomorrow to request an immediate response. Or, leave Due before selected to establish a future due date. To set a Due before date:
• Use either of the drop-down fields on that line to select the date. The one on the left lists familiar date choices (e.g., “next week”, “next month”), while the right-side field uses a calendar for choosing the date.
• With date selected on the Due before line, three more fields appear to the right.
• Use those three fields to select deadline hour, minute and AM/PM respectively.
With all fields in this dialog set to your satisfaction, click OK.
Any change made here changes the due date for just this one recipient. All other recipients still have the original, Base due date, unless you have created other date exceptions.