Workflow Manager Users Guide

spacer image imageWelcome to WorkflowManager
spacer image imageAbout PortalsXpress
imageGetting Started
spacer image imageProjects, Tasks, and Templates
spacer image imageSettings
spacer image imageSuggestions for Creating a Project Template
imageWorkflow Interface
spacer image imageWorkflowManager Display
spacer image imageCut, Copy, Paste, Copy as Shared
spacer image imageSorting Items
spacer image imageNavigation
spacer image imageTree Control
spacer image imageShortcut Keys
imageUsing WorkflowManager
spacer image imageRecording Time Spent Screen
spacer image imageDifference Between Time Sheet and Time Slip
spacer image imageTime Sheet
spacer image imageTime Slip
spacer image imageRelated Items
spacer image imageRelated Contacts
spacer image imageSaving or Adding Related Items
spacer image imageRelated Forms
spacer image imageOverview of Padlocks
spacer image imageApplying, Editing, and Removing Padlocks
spacer image imageEstablishing Padlock Permissions
imageAction Scheduler
spacer image imageAction Scheduler Screen
spacer image imageAction Selector Screen
spacer image imageDelivery as an Action
spacer image imageStart Project as an Action
spacer image imageOpen File or Application as an Action
spacer image imageSelect Contact as an Action
spacer image imagePrint Digital Item for Contact
spacer image imageClose Task or Project as an Action
spacer image imageTransfer Task as an Action
imageTask Scheduler
spacer image imageOverview of Tasks
spacer image imageInbox Screen
spacer image imageGroup Inbox Screen
spacer image imageClaim a Task
spacer image imageTask List Icons
spacer image imageTask Status
spacer image imageAdd New Task
spacer image imageAdd Dependent Task
spacer image imageAdd Task Reminder
spacer image imageTask Assignment
spacer image imageView Task Status
spacer image imageView Task Details
spacer image imageUpdate Status/Transfer Task Screen
spacer image imageRecord Task Time
spacer image imageClose a Task
spacer image imageForward a Task
spacer image imageReply to a Task
spacer image imageSuspend a Task
spacer image imageModify a Task
spacer image imageOverview of Workflow Projects
spacer image imageProjects Screen in WorkflowManager
spacer image imageStart Project Screen
spacer image imageStarting a Project
spacer image imageStarting a Sub-Project
spacer image imageSchedule Project Start Time
spacer image imageView Project Details
spacer image imageRecord Project Time
spacer image imagePerpetual Project
spacer image imageProject List Icons
spacer image imageSuspend a Project
spacer image imageDelete a Project
spacer image imageCanceling a Project
spacer image imageOverview of Project Templates
spacer image imageProject Template Screen
spacer image imageCreate New Project Template
spacer image imageModify Existing Template
spacer image imageView Template Details
spacer image imageCopy Existing Template
spacer image imageCopy as Shared
spacer image imageImporting or Exporting a Project Template
spacer image imageNew Template Folder
spacer image imagePersonal Assistant
spacer image imageProject Reports
spacer image imageActive Tasks Report
spacer image imageCreated Projects Report
spacer image imageEstimated Hours by Resource Type Report
spacer image imageGeneral Project Information Report
spacer image imageProject Detail Report
spacer image imageGeneral Information Tab
spacer image imageBudget Information
spacer image imageInsert Token
spacer image imageLink Token
spacer image imageProgress/Notes Screen
spacer image imageOffice-Wide Group
spacer image imageTray Icons
spacer image imageResolving a Critical Error
spacer image imageWeb Based Experience
spacer image imageSystem Requirements
spacer image imageInstalling
spacer image imageUninstalling
spacer image imageCreating a Password
spacer image imageChange your Password
spacer image imageSubscribe Now
spacer image imageGet More Storage
spacer image imageEnabling Document Indexing
spacer image imageIntegration with Messenger
spacer image imageIntegration with Contact Manager
spacer image imageIntegration with Document Manager
imageUsing Help
spacer image imageCustomer Service
spacer image imageContext Sensitive Help
spacer image imageUser Guides
imageGlossary of Terms

Padlocks - Applying, Editing, and Removing Padlocks

Applying Padlocks
After you have created the padlock, apply the padlock to a folder using the Padlock toolbar button drop-down list:

  • Highlight the folder to which you want to apply the padlock.
  • Click on the down arrow to the right of the Padlock toolbar button (drop-down list), and select the padlock you wish to apply.
Time-saver tip! The padlock last selected from the drop-down list is stored as the "default" padlock in the Padlock toolbar button (along with its associated permissions). Therefore, if you need to apply more than one of the same padlock to different folders, simply click the Padlock toolbar button and the "default" padlock will be applied to the each folder you select.

Removing Padlocks
To remove all padlocks from a folder, do the following:
  • Click to select the folder, then place your mouse over the padlock displayed in the "Security" column.
  • Right-click and select "Remove All Padlocks" from the right-click menu.

Editing Padlocks
Using the Edit Padlock screen you can:
  • Add a new padlock to the list by clicking on the "New Padlock" toolbar button.
  • Add keys to a padlock by clicking on the "New Key" toolbar button.
  • Assign permission levels to the padlocks and keys by checking or unchecking the permission level checkboxes.
  • Assign individual or group contacts to keys by clicking on either the "Add Contact" or "Add Department/Group" toolbar button.
  • Add color coding to the padlocks by clicking on the "Select Padlock Color" toolbar button.
  • Filter the padlock display to include all padlocks or only your padlocks by using the display filter drop-down list.

You can choose who to add to a padlock with the use of the toolbar buttons listed above the list of padlocks. To apply who to add to the padlock, highlight the padlock key.
  • Add a specific person by clicking on the Add Contact toolbar button.
  • Add a department or group by clicking on the Add Department/Group toolbar button.
  • Add everyone by clicking on the Add Everyone toolbar button.

If you want to have different permissions for different contacts, departments, groups or everyone, you will need to set up different keys for the different groups of permissions. To add another key to a padlock, click on the padlock and click on the New Key toolbar button. Choose the permissions that you want for that key.

To access the Edit Padlock screen from the Digital File Tab, click on the down arrow to the right of the "Padlock" toolbar button.