ShareFile Feedback and Approval Workflow


Supported Apps

  • Web Browser
  • Citrix Files for Outlook
  • Citrix Workspace
  • Citrix Files for Windows


Article Contents


Notes


Launch Feedback and Approval Dashboard

In the ShareFile Web app in left navigation under Workflows choose Feedback and Approval.

Note: If you are a Citrix Workspace user, Feedback and Approval Workflows will be under the Files tab.

Note: If launching from RightSignature, Feedback and Approval Workflows will be on the left navigation menu.

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OR

Select a file within your account, choose to Share the file and select Initiate Approval. The Feedback and Approval Workflows app will open in a new tab.

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AND

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View workflows that you create (Initiated by me) or are shared with you (Shared with me). Search or filter the workflow by type, file names, or participants.

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Choose Workflow Type

Click Initiate New.

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Step 1: Select a Workflow Type Get Approval or Collect Feedback.

Step 2: Select a file to browse or drag a single file from your computer, or browse files from ShareFile.

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Get Approval

When selecting Get Approval, participants can approve, request changes, or reject your file.

Assign Due Date – You have the option of designating a Due Date for file approval. By default, approval and feedback workflows last a period of 30 days.

Add Approvers – Add an approver (or multiple approvers) to your file. Begin typing the name or email of a user on your ShareFile account to select them from a list. Recipients do not have to be users on your ShareFile account in order to approve files, but you cannot set yourself (the creator of the workflow) as an approver.

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Add Another Approver – Use this option to add multiple approvers to your file.

Approvers must approve in order – This option becomes available once multiple approvers have been added. When selected, you may click-and-drag the approvers into a specific order. An approvers is not sent a notification from the ShareFile email system until the preceding approver in the order has completed their review.

Every Approver must re-approve newly uploaded versions – Check this option if you wish for users to be re-prompted for approval when new versions are uploaded. This is useful for iterative projects. Click here for info on managing multiple file versions.

Add CC’s – CC’d users are notified of the approval workflow via email and may view and comment on the file, but are not able to approve or reject during the workflow.

Add a Message – Compose a message to be included within the email notification.

When you’re ready, begin the workflow! Once your file has been sent, it will automatically open in a file previewer. You can review the status of your workflow at the Approvals Dashboard.

Approving a File

Your recipient will receive an email notification that contains a secure link to review the file. Clicking this link will load the file in a preview and approval pane.

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Preview Pane – Using the pane on the left, an approver can view the file, flip through pages, and zoom if needed. If viewing a supported file, an approver may highlight and comment on text, as well as use “@” commands to notify users of important areas or errors. The pane on the right allows participants to review activity and provide additional comments.

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Approve – Click the Approve button to approve the file. A notification will be sent to the original sender.

Request Changes – Approvers should use this to request changes be made to the file. The original sender will receive an email notification with a link they can use to view annotations and comments.

Reject – Click the Reject button to reject the file. A notification will be sent to the original sender. When rejecting a file, don’t forget to include comments

Collect Feedback

When requesting feedback, recipients can provide comments without explicitly approving the file.

Assign Due Date – You have the option of designating a Due Date for feedback. If a date is specified, the workflow will automatically close on that date. By default, approval and feedback workflows last a period of 30 days.

Add Participants – Add a participant (or multiple participants) to your file. Begin typing the name or email of a user on your ShareFile account to select them from a list. Recipients do not have to be users on your ShareFile account in order to provide feedback.

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Add Another Participant – Use this option to request feedback from multiple recipients.

Automatically end feedback when all participants have submitted – Once all participants have submitted feedback, the workflow will automatically close.

Re-request feedback when a new version is uploaded – Check this option if you wish for users to be re-prompted for feedback when a new version of the file is uploaded. This is useful for iterative projects. Click here for info on managing multiple file versions.

Add CC’s – CC’d users are notified of the feedback workflow via email and may view and comment on the file.

Add a Message – Compose a message to be included within the email notification.

When you’re ready, begin the workflow! Once your file has been sent, it will automatically open in a file previewer. You can review the status of your workflow at the Approvals Dashboard.

Providing Feedback

Your recipient will receive an email notification that contains a secure link to review the file. Clicking this link will load the file in a preview pane.

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Preview Pane – Using the pane on the left, a participant can view the file, flip through pages, and zoom if needed. If viewing a supported file, a participant may highlight and annotate text, as well as use “@” commands to notify users of important areas or errors. The pane on the right allows participants to review activity and provide additional comments.

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Submit Feedback – Click the Submit Feedback button to send a notification that you have provided feedback. A notification will be sent to the original sender.


Tracking File Versions

During a workflow, you can download the current version of a file, upload new versions of a file, or navigate between file versions to compare and review past annotations. Versions can be managed near the top of the preview pane, as shown below.

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Version Drop-Down – Use the drop-down menu shown above to switch between versions. Versions are enumerated based on the order they were uploaded.

Download a Version – To download the current version of the file, click the Download button near the top of the preview pane. The version of the file currently being viewed will be downloaded to your computer.

Upload a Version – To upload a new version of the file, click the New Version button. Upload the new version of your file from its location on your computer. New versions of a file must have the SAME file name as the original in order to count as a new version.

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Version Notifications – Workflow participants will automatically receive notifications when new versions of a file have been uploaded. If you chose to require approval or feedback for new versions of a file, a request to review the new version will automatically be sent to them.

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Supported File Types

Cloud Rendering

Cloud Rendering is a new administrative setting available for accounts with storage zones. This feature will allow you to use our Feedback & Approval Workflows and Custom Workflows features with files that reside on-premises.

NOTE:

Feedback and Approvals requires the default storage zone is a Citrix managed storage or cloud zone and not a private zone. Contact Technical Support to confirm.


This feature must be enabled by an administrator user on the account. Administrators can enable Cloud Rendering in Admin Settings > Advanced Preferences > File Settings > Cloud Rendering.

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If Cloud Rendering is enabled, ShareFile cloud keeps a temporary copy of the files (Images, Audio, PDF etc.) involved in your workflow.

When the workflow completes:

  1. ShareFile cloud moves the files to the selected on-premise folder within the private zone.
  2. If an end user views any file related to a completed workflow, ShareFile will make a temporary copy of the file from on-premise to ShareFile cloud cache.
  3. A file will be available for up to 1 week in ShareFile cloud cache after the last time the file is viewed.


If Cloud Rendering is disabled, end users will not be able to use Feedback and Approval or Custom Workflow features with files stored on Customer Managed StorageZones.

It is recommended that all ShareFile admins communicate this information to their end users along with reviewing the Citrix End User Services Agreement and Privacy Policy.

If you are interested in using ShareFile Workflows but don’t see the Workflows section in your account, click here to reach out to us.

Citrix Files for Outlook – Initiate Workflow


To start a new workflow directly from Outlook, compose a New email message.

In the New Message window, you can find the Citrix Files options in the upper right, along the ribbon. (If you do not see these options, adjust your ribbon settings or scroll/expand to see all ribbon options. ShareFile could be behind other ribbon items.) Click Initiate Approval to begin your workflow.

Note: When launching an Approval workflow, those in the To: field will be marked as approvers. Those in the CC: field will have access, but won’t be able to approve. Sequential Approval is not supported for workflows created in Citrix Files for Outlook.

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Next, add the file that you want to share with your recipients. There are multiple ways to select a file:

  • Drag files from your computer directly into the upload field.
  • Click Browse Files to select a file from a location on your computer.
  • Click Browse Files in Citrix to select the file from its location within your account.
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Once you have selected a file, you can adjust the Approval and Feedback settings as needed.

Under Workflow Type, select the workflow that is most suitable. Approvers can approve, request changes, or reject your file. Feedback participants can comment on your file, but do not require formal approval or rejection.

Set a Due Date for your file. Recipients will be reminded via email when due dates are near.

If you selected the Approval workflow type, you can designate whether or not approvers must re-approve newly uploaded versions of your file.

When finished, click Done.

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Your file will be placed in a secure banner, as shown below. You can edit the body of your email message, as well as finalize your To and CC fields if needed.

In order to view the approval or feedback workflow, your recipients will be required to sign in with the exact email address that you used in the To or CC fields.

Send your email when ready.

Note: If your file is located on your computer, the email will pause in your Outbox while the file is uploaded to the Workflows folder in your ShareFile account. To avoid errors, please do not force emails to send before the file has been uploaded.

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When your recipient receives the email, they can use the secure link in the banner to view and contribute to the workflow. Before accessing the file, your recipient will be asked to provide their name and email.

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Workflow Branding – Email Notifications and your Logo


In order for Workflow notifications (such as those sent to task recipients or other users involved in the workflow) to utilize the logo you have set for your account, please ensure that the company logo is set in the Admin Settings > Company Account Info > Edit Company Branding > Edit Account Appearance > click Advanced Appearance Options – Email Options section of your account appearance settings.

If your logo is not set in the following location, the default “Citrix ShareFile” logo will be used.

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