Workflows - Part 4 - Sharing

Sharing Workflows with other OUs

A workflow created under Administration > Workflows is available to all documents within the workflow’s own Organisational Unit, unlike a Custom Workflow, which belongs only to the single document it was created on. The workflow can be made available to additional organisational units via the Sharing tab; the OUs offered are every OU in the account, and in an enterprise account they are not restricted to the workflow’s own facility. When shared with another OU, a review workflow becomes available for use in the Document Review Settings section of Organisational Unit Preferences, while a publishing workflow only appears there once it has at least one step. It will also become available for selection within documents in that OU, unless that OU has set and locked a default review or publishing workflow for the document’s type, in which case the workflow cannot be changed on those documents.

To share a workflow with another OU:

1. Find and open the workflow by navigating to Administration > Workflows > List Workflows
   
   
2. Click the Sharing tab
   
   
3. Click Share in the top right corner of the Shared with area
   
   
4. In the pop-up window that appears, click the Share with field and select, Organisational Unit
   
   
5. Add OUs in the field, Select one or more OUs to share with (this is a search-as-you-type filter)
   
   

   Note

   Selected OUs will be added to the field and they can be individually removed by clicking the “x” next to each of them. The list is filtered before you see it: the workflow’s own OU and any OU the workflow is already shared with are left out, so an OU you expected to find may simply have access already. OUs are shown by their short name, and in an enterprise account OUs belonging to other facilities are included in the list.

   
   
6. Click the Share button in the bottom right corner of the pop-up window
   
   

To stop sharing a workflow with another OU, click the trash/bin icon in the Actions column, then accept the confirmation prompt that appears (“Are you sure you want to stop sharing this item with…”). If any documents in the shared OU are already using the workflow, they won’t be affected but the workflow will no longer be available for use in other documents of that OU.

Next Step:

The next article covers View or Assign Documents in Workflows

Previous Step:

The previous article covers Creating/Deleting Workflows