Note: This applies to DocuShare Flex.
You add routing templates for other users to use to route content. A routing template indicates the task type, the users to whom the content should be routed, and the users who can use the routing template.
To add a routing template:
1. On the sidebar, click Manage Tasks.
2. On the Manage Tasks page, click on the three dots link immediately to the right of the Manage Tasks title in the header. On the drop-down list click on Routing Templates.
3. Click Add Routing Template.
4. In the Title field, enter a descriptive name for the template (required), along with the optional Summary and Instructions information.
5. For Task Type, choose one of the following:
– Approval Routing—Requires users to approve or not approve the content. From the
Reply Type menu, select how to distribute the task and the response required.
– Review Routing—Allows users to provide comments and a revised version of the content. From the Reply Type menu, select how to distribute the task and the response required.
– General Routing—Provides the content to users for information.
6. Depending on the task type, select from the following (you may need to scroll down within the dialog box):
– Justification—Optionally require the user to provide a justification when responding to the task. Choose On Approval, On Rejection, On Any Completion, or None.
– Require password verification—Requires the user to enter a password in order to complete the task.
– Require view—Requires the user to view the document before responding to the task.
– Prevent recipients from releasing—Prevents the user who acquired the task from releasing it.
7. Click Acquire When Task is Opened to assign the task to the user when it is opened.
8. For Allowable Object Types, choose one of the following:
– Any type—Any type of object.
– Selected object types—One or more selected types of objects.
9. Select a Task Flow Template (Default, or other if available) and a Step (Approve or Reject, Review, or General) for this routing template. All tasks created with this Task Flow Template and Step will appear in a designated queue on the My Tasks and Manage Tasks pages.
10. Click Next.
11. To choose the task recipients, do the following:
a. In the search box, enter the search term.
b. To narrow the search, click Options. From the Show Object Type menu select the type of object to search for. From the Search in list, select the name of the property/properties to be searched. Click Options again to close the Options window.
c. Click Search (the magnifying class icon).
d. Click the plus sign next to the user or group who will be a task recipient.
e. Click Next.
12. To choose who can view the routing template, do the following:
a. In the search box, enter the search term.
b. To narrow the search, click Options. From the Show Object Type menu select the type of object to search for. From the Search in list, select the name of the property/properties to be searched. Click Options again to close the Options window.
c. Click Search (the magnifying class icon), or alternatively, choose a bookmarked item.
d. Click the green plus button next to the access list.
e. Click Next.
13. In the Due Date field, enter the number of days after the Start date or Acquired date on which the task should be complete.
14. Under Escalation Action, choose one of the following:
– No action—No escalation action.
– Email reminder—Sends an email when the task is not complete by the due date.
15. Click Done.
Note: This information can also be found in the DocuShare Flex User Guide.
Solution Published: April 20, 2021
Solution ID: 2126