Manage template workgroups

Inspire provides you with workgroups that you can use to collect participants that are needed to complete task activities.

You must have permission to work with workflow templates.

  • By default, only users with the following permissions can create project workflows and assignments:
    • Administrator permissions
    • Access to the Project Module with the Create permission
  • Even if you don't have these permissions, you can be granted a special permission to create workflows and project assignments after a project is created.

You can use these default workgroups to collect specific users who share a common skill or job title.

  • Writer
  • Reviewer
  • Content Owner
  • Publisher

You can also create your own custom workgroups.

Then, for each activity in the workflow template, you can identify who completes the work by assigning a workgroup.

After you assign users to workgroups, their names are pre-populated in workflow templates and when a workflow is started.

You can assign a role to a workgroup, just like assigning users.

  • This lets you add many users at once to a workgroup.

  • After you assign roles to workgroups, you can select from any user name in the role when you:

    • Create workflow templates

    • Update workflow templates

    • Start a workflow

  • If a user is in a role but not a participant in the project where a workflow is being created, then Inspire adds that user to the project.

What do you want to do?

Create a new workgroup

You can create a new workgroup that can then be added to any Activity in the workflow template.

To create a new workgroup:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the workflow editor, click Workgroups.
  5. In Name, enter a unique title that describes the activities the participants will complete.
  6. Select Add Participant.
    1. On the Select Users/Roles screen, select one or more user who has been included in the project.
    2. Click Select.
  7. Optionally, on the Create Workgroup screen, you can add more details about when to assign this workgroup to an Activity in Description.
  8. Optionally, if you want this workgroup to be able to manage workflows using this template, select Is Coordinator.
  9. To save your changes, click Create.
    Results:
    • You can see your new workgroup when you create or edit an Activity.
    You can now:

Edit an existing workgroup

You can update details and participants for a workgroup that can be used in any activity in the workflow template. If you want to edit a specific activity's workgroup, follow the steps in Update an activity's workgroup.

To edit an existing workgroup:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the workflow editor, click Workgroups.
  5. On the Workgroup Management screen, select the workgroup you want to update.
  6. Click Edit.
  7. In Name, update the unique title that describes the activities the participants will complete.
  8. To add a user, select Add Participant.
    1. On the Select Users/Roles screen, select one or more user who has been included in the project.
    2. Click Select.
  9. To remove a user, select the name in the list and then click Delete.
  10. Optionally, you can edit the details about when to assign this workgroup to an Activity in Description.
  11. Optionally, if you want this workgroup to be able to manage workflows using this template, select Is Coordinator. If not, clear this option.
  12. To save your changes, click Update.
    Results:
    • Your workgroup are saved.
    • Any Activity using this workgroup also has the changes.
    You can now:

Delete an existing workgroup

If you no longer want to be able to select a workgroup when configuring activities, you can delete it.

To avoid breaking any activity in the workflow template that uses that workgroup, you must remove it from the activity first. If you try to delete a workgroup and it's being used, you see a message that workgroups linked to an activity can't be deleted.

To delete a specific activity's workgroup, follow the steps in Update an activity's workgroup.

To delete an existing workgroup:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the workflow editor, click Workgroups.
  5. On the Workgroup Management screen, select the workgroup you want to update.
  6. Click Delete.
  7. On the confirmation screen, click Yes.
  8. To save your changes, on the Workgroup Management screen, click Update.
    Results:
    • Your workgroup is deleted.
    • When you open Workgroups, you will not see this workgroup listed.
    • When you create or update an Activity, you will not be able to select this workgroup.
    You can now:
    • If you are done updating the workflow, to close the workflow editor, click Save and Submit.
    • If you want to keep working but save your changes locally, click Save Progress.
    • If you want to make other changes to a review workflow, continue to Update the review workflow template.
    • If you want to make other changes to a topic workflow, continue to Update the topic workflow template.

Update an activity's workgroup

Each activity in the workflow template has an associated workgroup that identifies who completes the work. You can change workgroup assignments by editing the specific activity. If you want to update the workgroup itself, follow the steps in Edit an existing workgroup.

To update an activity's workgroup:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the workflow editor, select a box in the workflow that is titled Activity.
    Result: The box you select has an orange highlight around it.

  5. In the Activity title bar, click Edit.

  6. To add a Workgroup, select Add Workgroup.
    1. Select an option such as First Reviewer, Second Reviewer, or Review Coordinator.
    2. Click Update.
  7. To delete a workgroup, click Delete.
    You must have at least one Workgroup assigned to the Activity.
  8. To save your changes, click Update.
    Result: You can see your updated activity in the workflow editor.
    You can now:
    • If you are done updating the workflow, to close the workflow editor, click Save and Submit.
    • If you want to keep working but save your changes locally, click Save Progress.
    • If you want to make other changes to a review workflow, continue to Update the review workflow template.
    • If you want to make other changes to a topic workflow, continue to Update the topic workflow template.