Workflow Manager Users Guide

spacer image imageWelcome to WorkflowManager
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imageGetting Started
spacer image imageProjects, Tasks, and Templates
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spacer image imageSuggestions for Creating a Project Template
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spacer image imageCut, Copy, Paste, Copy as Shared
spacer image imageSorting Items
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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
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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
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spacer image imageCreating a Password
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spacer image imageEnabling Document Indexing
spacer image imageIntegration with Messenger
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imageGlossary of Terms

Padlocks - Overview of Padlocks

General Information
A padlock in WorkflowManager functions as a security tool used to keep certain information available to only selected individuals or groups in the office. For an individual to access files located behind a padlock, security permissions (keys) must be granted to that individual. It is similar to needing a key to open a locked door. Typically, levels of permissions are set by the person who added the padlock or by the company's Network Administrator.

Anyone can apply a padlock to a digital file if there are no other padlocks already applied to restrict this operation. Padlocks apply only at the folder level, meaning, you cannot apply a Padlock to only a digital item. You would have to apply a padlock to the folder in which the digital item you wish to keep private is stored. Rarely does an individual keep just one item locked in his or her personal file cabinet; usually, he or she keeps the entire folder that contains the private contents locked up.

The levels of padlock security that you incorporate for your projects is most likely determined by the nature of your industry, the office environment, and the size of the workforce. More than one padlock can be assigned to a folder and more than one level of key can be established for a padlock.

Levels of Permissions
The levels of padlock permissions that are available in the Edit Padlock screen of WorfklowManager are as follows:

  • No permissions - An individual that is not granted any level of permission cannot view, edit or delete the folder or its contents to which the padlock is applied.
  • Visible - This is the lowest form of authority. Someone with visible authority can only view the hierarchy of client folders, sub-folders and digital items. They do not have permission to open any sub-folder or item. This can also be established inside the folder so users or groups know something is in the folder but they cannot view it.
  • Read - With read authority, you can view any item in the folder. You can open sub-folders and documents to view the information in them. Someone with Read permission, however, will not be able to add or edit the folders and documents in the digital file.
  • Write - If you have this authority, you can write, edit and make other changes to the folder such as add or import items to the folder, and edit any items in the folder.
  • Delete - You can delete items from the folder that you have determined no longer necessary if you have this authority.
  • Administrative -If you have administrative authority, you are virtually "immune" to padlocks. You hold a "skeleton key" and have authorization to read, write, edit, and delete the folder and its contents. In addition, you have the authorization to grant any level of permission to others. This is the highest level of security permission granted.

The Padlock Editor also allows you to create padlocks and edit the colors of the padlocks to enhance the visual coding impact. Establishing padlocks at the administrative level allows you to set up the padlock name, and the user or groups allowed using the digital file. With administrative power, you can edit and delete padlocks for which you have administrative rights. The administrative level also grants you the authority to change padlock permissions, or to allow additional users the authority to change padlock permissions.

How padlocks and permission keys and contacts interact
Basically you cannot have one without the other. Every padlock needs a key and every key with its permissions levels needs to have at least one contact attributed to it. A visual representation lists the padlock at the top of the hierarchy, followed by the key, followed by the contact.

The addition of a new padlock automatically creates a key, labeled "Master Key". By default, this key is granted the highest level of permissions-- "Administrative". It is mandatory that each padlock have at least one key (with at least one contact) that holds "Administrative" permissions. While the default permissions settings for the Master Key can be changed, it is most logical to continue to use the Master Key for the "Administrative" level of permissions.