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How to Create Workflow Definitions

Define automated document routing and approval processes using workflow definitions.

Who Can Create Workflows?

Role Can Create
System Administrator Yes
Administrators group Yes
Library Managers Yes
Regular Users No

Workflow Scope

Availability

Workflows are available from the folder where they're defined and all subfolders below. Define at the library root for library-wide availability.

Step 1: Create the Workflow Definition

  1. Click Tools → Workflow Definitions
  2. Click New
  3. Configure workflow settings:
Setting Description
Name Workflow display name
Active Folder Path Where workflow is available (defaults to current location)
Move To Folder Optional: destination folder when workflow ends
On End URL Web service to call when workflow completes
Hide Prevent direct submissions to this workflow
Supervisor Users Individual users who supervise this workflow
Supervisor Groups User groups who supervise this workflow
  1. Click OK

Step 2: Create Workflow Steps

Each workflow needs at least one step:

  1. Select the workflow you created
  2. Click Workflow Steps
  3. Click Add Step
  4. Enter a Step Name
  5. Click OK
  6. Repeat for additional steps

Step 3: Add Tasks to Steps

Each step needs tasks:

  1. Select a step
  2. Click Add Task
  3. Configure the task:
Setting Description
Assignees Users responsible (leave blank for submitter to choose)
Task Name Name of this task
Task Rule How multiple assignees are handled
Priority Task urgency
Deadline Days until escalation to supervisor
Instructions What assignees should do
Supervisor Person notified if task is overdue
Past Due Notification When supervisor receives alert
Permissions What assignees can modify
Requirements What must be done to complete
  1. Click OK

Workflow Structure

flowchart TD
    A[Document Submitted] --> B[Step 1: Review]
    B --> C{Approved?}
    C -->|Yes| D[Step 2: Final Approval]
    C -->|No| E[Rejected - Return to Author]
    D --> F{Approved?}
    F -->|Yes| G[Workflow Complete]
    F -->|No| E

Documentation

Resource Description
infoRouter Workflows Guide (PDF) Comprehensive workflow documentation

See Also