Add the Inspire approve action to a transition

To automate the approval process, you can add an Action called InspireApprove to a transition in a workflow template. This Action tells Inspire to automatically approve components without any user intervention.

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.
  • Users must be project Participants to start a project workflow.
  • The Create Review activity must be assigned to a workgroup of users that are review coordinators.
  • The Reviewing activity must be assigned to a workgroup of users that have reviewing permissions.

Tips and tricks

  • The InspireApprove automated Action is helpful because you can get all the reviewed components (or components from the previous Activity) approved without user intervention.
  • If you want the workflow to advance and let reviewers (or users in the previous Activity's Workgroup) select referenced components to include in the Approval process, you can use the Inspire Approve Action (InspireApprove) instead. Follow the steps in: Add a Create Approval Action to a topic workflow template.

Before you begin

  • You must have already created the InspireApprove action. Follow the steps in: Add the Inspire approve action.
  • 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.
  • 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 the Inspire Approve action to a transition, do one of the following:

Add the action to a new transition

Before you begin

  • You must have created two Activities to connect. Follow the steps in: Add a new activity to a workflow template.

    You use Transitions to define what the next step in the workflow is and what needs to be done before starting that next step. To add an approval action to a new transition, you must have created the two Activities that the transition is connecting. A transition can only be created from an Activity's toolbar.

    For example, in the Topic workflow template that Inspire provides:

    • There is a Review Activity and an Approve Activity
    • These Activities are connected by a transition called Send for Approval
    • You could edit the Send for Approval transition to add the InspireApprove action

To add the Inspire Approve action to a new Transition:

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. In the first Activity that you want to connect through a transition, go to the toolbar and select Create transition.
  5. On the Create Transition screen, In Name, enter Send for approval or another similar title.

  6. In From Activity, select Review or the preceding step where you want to insert the automation of approving components.
  7. In To Activity, select Approve or the name of the Activity you created for this purpose.
  8. In Action, select the InspireApprove option.
  9. To save your changes, click Create.
    Results:
    • You can see your new transition with two lines: one line connecting it from the start activity; one line connecting it to the end activity.
    • To move your transition in the editor but not change the start and ending activities, click the transition's title bar, and when you see the move cursor, drag it inside the editor.

      The lines connecting the transition to the start end activities are re-drawn as you move the box.

Update an existing transition

  1. Click Components.
  2. In the Folders pane, select Workflows.
  3. In the Components pane, select a workflow.
  4. Select the transition you want to update, and it it's title bar and select Update transition.
  5. On the Update Transition screen, in Action, select the InspireApprove option.

  6. To save your changes, click Update.
    Results:
    • Your transition changes are saved.
    • The changes are applied to all new workflows that are started using this template.
    • For workflows that use this template and are in progress:
      • If the Transition you are updating has not occurred yet, the changes will be applied when the workflows moves to the updated transition.
      • If the Transition you are updating has already been completed, the changes will not be applied.