Create New Workflow Template
To get started with Workflows, navigate to the Custom Workflows dashboard and select New Workflow.
Provide a workflow name and description. Select a folder in your ShareFile account where your workflow and its relevant data is stored.
A “trigger” is a specific event that “triggers” a process. When that event occurs, the workflow is initiated.
You can select “when a file is uploaded”, or “when a form has been completed” via the Workflows mobile app.
If selecting “a form is completed”, you can select a form you have already created. If you have not created a new Form, click Create New Form to access the Form Creation menu.
For more information about creating workflow forms and submitting them via the mobile app, see the following articles:
“When a File is Uploaded” Trigger
Choosing the “when a file is uploaded” trigger allows you to customize the trigger further. You may limit the trigger to activate only when specific file types are uploaded.
Designate the folder you wish to monitor for file uploads. This trigger will only activate for the folder you select in this menu.
|TIP! Podio Triggers No Longer Supported
Podio Triggers are no longer supported. If you were using the Podio Triggers in Custom Workflows, we recommend archiving these workflows.
Action screen allows you to determine what happens once a trigger has been activated. Provide an Action name, then select the action that should occur following the trigger.
You arrange for a notification email to be sent automatically or for an approval workflow to be initiated.
“Initiate an Approval” Action
Approval allows you to designate individuals on your account that are responsible for approving or providing feedback when the file has been uploaded or the form has been submitted.
Under Outcomes, you can designate what happens when a file is approved or rejected. For example, you can close and notify upon approval, or select Next Step for a rejection. When selecting Next Step, you’ll need to configure another action to occur.
“Send an Email” Action
If you select the “Send an Email” action, you can designate Subject, Recipient, and CCs as well as the items to be included in the email message sent to the recipient.
You may select all or some of the items of the workflow. You can also add items from your computer or ShareFile.
Export data to an Excel file Action
The Export data to an Excel file action, allows you to export all the data or selectively export the desired data from the workflow. Clicking on the submitted instance of the workflow will provide the Excel file with all the details that were selected.
Post data to a web service Action
The Post data to a web service
action, allows you to post all the data or selectively post the desired data from the workflow in JSON format.
The POST Web Service URL needs to be provided where the workflow data in the JSON format needs to be posted to.
Once you choose what happens when the workflow is triggered, proceed to Admins and Viewers.
Admin and Viewers to a Workflow
Here, you can customize the users that the workflow is available to. In order to be added to this list, individuals must be current, active users on your ShareFile account.
Note: In order to manage a workflow, a user must have the Create and Deploy Workflow Actions and Triggers permission.
If a user is given access to this workflow, they will be able to access the necessary form from within the Workflows mobile app and submit it.
Initiate – Allow the user to initiate workflows (required for users submitting completed forms via Workflows mobile app!)
Manage – Allow the user to manage or customize existing workflow
View Template Reports – Allow the user to view and access template reports
Manage Templates – Allow the user to view and manage workflow Templates
Before you move on, consider verifying the Workflow details and customizing the Workflow Instance field with some data-tags, which will automatically pull data or information (such as author or date).
Share Link Settings
This setting is applicable for any item created or uploaded as part of the workflow. User has the capability to set the expiration of the workflow or set the number of accesses per user beyond which the share would no longer work and would provide proper error message.
Review Summary and Enable your Workflow
Review Summary provides a quick reference of the complete Workflow. Enable your workflow to make it available to your users.
Monitor or Review Workflow Instances
Once you have created and assigned workflows to users, any instances of that workflow will be tracked by clicking on the template listed under Workflow Templates The Workflow Instances tab is displayed. The user now has the options to filter the instances based on statuses and versions if any.
Click on an instance to view its details and progress, as well as download any attachments associated with the workflow.