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 - Establishing Padlock Permissions

Establishing padlock permissions and using padlocks to enhance your document management requires three steps:

  • Create the padlock.
  • Create a key for the padlock.
  • Assign contacts to the key.
Padlock permissions are established on a per folder basis. A folder may be assigned more than one padlock, and a padlock more than one key. A Master key and default contact are automatically created with each padlock.

Padlock permissions are established in the Edit Padlock screen. You can create padlocks, and if you wish, edit the colors of the padlocks to enhance the visual coding impact.

To create a new padlock, do the following:
  • While in the Contact Digital File tab, click on the down arrow just to the right of the "Padlock" toolbar button and select "Edit Padlock".
  • The Edit Padlock screen will display.
  • Click on the "New Padlock" toolbar button and enter a name for the padlock. Notice a "Master Key" is automatically assigned to the new padlock, with the creator of the padlock as the administrator of that key. This means the creator of the padlock has full administrative rights for the padlock. See also, Overview of Padlocks.
  • To create a key for the padlock, select the padlock so it is highlighted, then click on the "New Key" toolbar button. Enter a name for the key and check the boxes representing the rights you wish to grant to the holder(s) of the new key.
  • To assign contacts to the key, select the desired key then click on either the "Add Contact" or "Add Department/Group" toolbar button. Select the contact, department, or group from the list and click the OK button. For example, if a key and its level of permissions are relevant for the entire Finance Department, select "Finance" from the Department list. If another key with a higher level of permissions is relevant only for the CFO, select "John Smith, CFO" from the contact list.
  • Repeat these steps to add additional padlocks or keys, then click OK to return to the Padlocks screen.

To edit or delete existing padlocks and keys, do the following:
  • Access the Edit Padlock screen from the Contact Digital File tab and click on the down arrow just to the right of the "Padlock" toolbar button. Make your changes and click on the OK button.

You can edit or delete only those padlock keys to which you have Administrative level permissions.

Color coding a padlock
Color coding a padlock is optional. However, it allows you to provide a visual cue for your levels or types of locks.

To set a color code for a padlock, do the following:
  • While in the Edit Padlock screen, click on the desired padlock then click on the "Select Padlock Color" toolbar button.
  • Select a color or create a custom color from the color palette and click the OK button to close the palette.
  • Click the OK button to close the Edit Padlock screen and apply your changes.
  • Only the person with administrative rights to a padlock can change the color of a padlock.