People Queue - Edit and Approve

Use this node in workflows in which a job requires approval from one or more team members. The collection node in the workflow creates a job, and this node sends the job to a selected job queue, where members of the queue can claim the job and then view and/or edit documents and/or metadata from the workflow.

For example, assume a default group member has a batch of documents that require review as soon as possible. The user can insert a People Queue - Edit and Approve into a workflow to make the documents available to a group of team members (the job queue), with the request that they be reviewed by the first available team member.

See Also:

• Building a Workflow with People Nodes

• Interacting with Workflows

Configuring the Node

To configure the node, drag it from the Node Palettes panel onto the canvas and double-click on it. The node’s configuration window appears, displaying the following options:

• Enabled - To enable this node in the current workflow, ensure the Enabled toggle is to the right. By default, nodes are enabled upon creation. If you disable the node, the workflow will ignore it. While the workflow will still validate, jobs and documents will pass along all Normal and User-Selectable connections configured from this node. Error and Negative connections will be ignored.

• Node Name - The node name defaults to this field. This name appears in the workflow below the node icon. Use this field to specify a meaningful name for the node that indicates its use in the workflow.

• Node Description - Enter an optional description for this node. A description can help you remember the purpose of the node in the workflow or distinguish nodes from each other. If the description is long, you can hover the mouse over the field to read its entire contents.

Buttons

• Help - To access Online Help, click this button.
• Cancel - To exit the window without saving any changes, click this button.
• Save - To preserve your node configuration and exit the window, click this button.

Display Options

Select the content you want to display for reviewers accessing the job. The content appears on the Job page’s Attachments tab. You have the following options:

• File only - Display only the file attachments from the job.

• Metadata only - Display only the form containing the metadata captured from the file attachment.

• File and metadata - Both the file attachment and the metadata form display on the Jobs page.

• Read Only - If you select “Metadata Only” or “File and metadata”, this field activates. To restrict the selected content to read-only status when it appears on the job’s Attachment tab, select the box. Otherwise, leave the box blank. If you select “File only”, this box disables.

Node Input Properties

To select a job queue to review the job, do the following:

1. Send to Group - Select the field, then choose a group. The menu displays all user groups of which you are a member.

2. Send to Queue - Select the field, then choose a queue. The menu displays all job queues associated with the selected user group.

Accessing and Reviewing the Job

Once you save the node and verify the workflow, you can run the workflow. When the workflow processes the People Queue - Edit and Approve node, the Job Queue page updates for users belonging to the selected job queue. The job now appears in their job queue.

Selecting the job from the job queue list opens the Job page, on which the job displays. The job includes an Approval tab. This tab displays the items to review (that is, the items specified in the Display Options area of the People Queue - Edit and Approve node, in the workflow that generated the job).

If the user has not already claimed the job, the Claim button appears:

Once the user selects Claim, the button is replaced by the Deny and Approve buttons:

The user can then review the content on the tab, approve or deny it, and move the job to the next step in the workflow.

Sample Workflow

The following illustration shows a sample workflow containing the People Queue - Edit and Approve node. The workflow:

• Collects documents and creates a job.

• Collects selected metadata from the documents.

• Places a notification in a selected user’s inbox, requesting they assign the job (to review the documents collected by the workflow) to a job queue.

• Adds the job to the selected job queue, enabling a member of the queue to claim the job and review the documents.

• Sends the reviewed documents to a selected email account.

The nodes perform the following functions in the workflow:

• Dropbox In - Collects documents from a selected Dropbox folder.
• Form Selector - Adds a form to the workflow. The form defines the metadata you want to collect from the documents.
• People User - Defines the tenant member who will receive a notification in their inbox,requesting they assign a tenant member to review the documents.
• People Queue- Edit and Approve - Defines the job queue that receives the job. A member of the job queue can then claim the job and review and approve/deny the documents and/or metadata.
• Email Out - Defines the tenant member who will receive the results of the review.