A workflow stage is composed of a set of selected workflow
actions.
- To select a workflow action to run on entering or exiting
a workflow stage, click Select Actions.
- To add workflow actions, click Add.
- Select the required workflow actions from the index and then click OK.
- Only email actions can be selected to run on exiting a workflow
stage.
- To remove workflow actions, select the workflow actions
you want to remove and then click Remove.
- Use the arrow buttons to specify the order in which
the selected workflow actions are run.
Note: In most cases,
actions are run when entering a stage. 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 has left a workflow stage, or
custom workflow actions that have been 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 executing an email action so that the draft content item is
in a state ready to be reviewed by an approver.
- Select whether Joint approval is
enabled. Joint approval requires every user, and at least one user
from every group, granted "approval access" to approve the workflow
stage.
- Select whether to require a comment to be entered when
approving a workflow stage.
- 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.
- To select which users have access to an item in the current
workflow stage:
- Click either:
- Grant User Access.
- Grant Contributor Access.
- Grant Editor Access.
- Grant Manager Access.
- Grant Approve Access.
- 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.
- 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.
- To remove users or groups, select the users or groups
you would like to remove and then click Remove.
- Then click OK.