This section in SenseTask allows users to set up an approval workflow with multiple steps, define tagging rules, assign approvers, and configure automated actions on files once they are approved. Here’s a guide to configuring these settings.
In the settings for a workflow folder navigate to Workflow > Processing logic & steps.
Add a processing step #
- To create a new processing logic step, click Add step.
- Each step name can customized, rename steps as needed to reflect their role in the process. These names will show once you hover on the file processing status.
Tag files #
Configure rules to automatically tag files based on extracted data or other attributes.
- To add a specific rule to determine which files receive certain tags based on their content or attributes click Add rule.
Approve type #
Define how approvals should be managed for files in this step.
- Assign approver only for tagged files: Allows specific approvers to be assigned based on file tags.
- Mandatory approval for all files: Requires approval for every file processed in this workflow.
- Automatic approval of the current step: Enables auto-approval if specified criteria are met, speeding up the workflow.
Approving users #
- Select: Choose which users or roles are allowed to approve files at each step.
- Add dynamic rule: Set up conditional rules for approvals based on dynamic criteria, such as file content or metadata.
Actions on tagged files after approval #
Define actions that should automatically take place once a tagged file is approved.
- Rename file: Automatically renames the file upon approval based on key data extracted from the document.
- Move to folder: Configures automatic file movement to a designated folder after approval.
- Move to user default folder of the approver: Places the file in the approver’s default folder.
- Select a specific folder: Allows choosing a specific destination folder.
Flow completion #
To mark the file as “Approved” upon completion of all workflow steps and exit the file from the current workflow, check Flow completion.
Automatic export #
To automatically export file data to the selected Default export template, check Enable automatic export.
Save: Saves all configured settings for this current step (these changes are not published/live yet).
Add step: Add additional steps to the workflow as needed.
Cancel changes #
Once changes have been made to these steps, you can cancel them, by pressing Cancel changes.
Publish changes #
If you would like to publish the changes made, press Publish, this finalizes and saves the workflow settings.
Once a change is made in this section, you can either:
Importante note: Published changes apply only to files in this folder that are in the initial step.
Files beyond this step retain previous processing steps; use Restart Workflow to apply changes to them.