Create workflows to automate a process

You can start a workflow to automate the hand-off process between tasks that you need to complete for a project. You use a template to design the tasks that need to be completed and then create a workflow to add the specific users who you want to work on specific topics.

You must have permission to the Projects Module to work with projects.

• 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.
  • If you are an administrator, refer to Allow users to create project assignments and workflows.

Before you create a workflow, make sure you have the pieces you need:

• Projects—this is the list of users who can complete work on the components included in the project. When creating a workflow, you can only choose from the users and components already added to the project.
  • Content. If you want to assign work to be done on a component, make sure it's listed in your project's Content pane.

    

    For steps on how to add content, read Add existing components to a project.

  • Participants. Make sure the users who you want to work on the tasks in a workflow are added to your project.

    

    For steps on how to add users, read Add participants to a project.

    If you try to assign work to a participant who doesn't have access to the component, you will see an error.

    

    • The error tells you the name of the restricted component.
    • The Workflow is still created. You can change the participant or the component to resolve the conflict.
    • For details on how to set permissions, refer to: Set permissions.

    

• Templates— this is how you specify the order of tasks you need completed in a workflow. You can use the template Inspire provides or create your own. By default, Inspire provides the following templates:
  • Sequential reviewer workflow. Use this template to automate the review process with two sequential reviewer phases.
  • Topic workflow. Use this template to develop, review, and publish content.
  • You can update these existing workflow templates to create the workflow that your organization requires.

If you know which template you need to use and don't need to update it, you can skip the section on how to Manage workflow templates and go directly to Start a workflow.