Add a Create Approval Action to a topic workflow template
The Topic Workflow template Inspire provides includes an Activity for approving content. By default, the Transition from the Review Activity to the Approve Activity is completed manually by the user in the Reviewer Workgroup. To automate some of the approval process, you can add an Action to have Inspire send notifications to confirm if referenced components need to be included in the approval process.
Required permissions
You must have permission to the Projects Module to work with projects and workflows. Other than that, you do not need special permissions to create, edit, or delete workflow templates.
However, keep in mind that administrators and other users can set permissions on components and folders.
- You must have permission to edit the workflow template component.
- You must have folder permissions where the template is stored.
- For details on how to check and set permissions, refer to: Set permissions.
For a complete list of permissions, including starting a workflow from a template, read: Workflow permissions.
Tips and tricks
- You can create an entirely new workflow template component that has no default Activities and Transitions.
- Use the Topic workflow template explained in this topic as an example of what you can create.
- To create a new template, follow the steps in: Create a workflow template component.
- If a user in the workgroup confirms that they want to include component references in the approval process, then Inspire opens the Review Approval screen for the approver with the appropriate components included.
- If a user in the Review workgroup confirms that they do NOT want to include component references in the approval process, then the workflow moves to the approval Activity without including referenced components.
- This automated Action is helpful because the reviewer who wants to get all the reviewed components approved can move the workflow to the approval stage with all necessary components included.
- An Action is unique to the template it's included in. If you want to use the new or updated Action in a different template, you have to re-create it in that specific template.
- After you add this new Create Approval Action (InspireCreateApproval) to the provided template or a custom template you've created, you can use it in a workflow transition.
- If you want the workflow to advance and have all source components approved without referenced components and user intervention, you can use the Inspire Approve Action (InspireApprove) instead. Follow the steps in: Add an Inspire Approve Action to a topic workflow template.
Before you begin
- As part of this automated action, Inspire sends a notification to all users in the workgroup from the previous Activity, such as the Review workgroup.
- In order to receive these notifications, users in the Workgroup must have their Notification preferences for Workflows enabled in the Components section.
- By default, Workflow notifications are enabled for all users with only the in-app option selected.
- Follow the steps in: Review notification preferences for workflows.
This automated Action is only available in a topic workflow template (not a sequential reviewer template), or a completely new workflow template component.
- A component cannot be included in the approval process if the ApprovalNotRequired tag has been attached to the component. For more details, read Exclude a file from approval using a tag.
To add a Create Approval action to a topic workflow template:
- Review your Notification preferences for Workflows.
- Create a new Action for InspireCreateApproval.
- Add the Action to the Transition.
