Configuring Request Workflow

Filter

Allows you to search the workspace configuration using Filter option
Click Filter, the following screen opens:

Field	Description
Dialog	Specify the dialog to be searched.
Last Updated	Select the last modify date from the calendar.
Created User	Specify the user name.
System	Select the system name from the drop down.
Action Type	Select the action type from the drop down.
Is Default	Select the default value from the dropdown.

Allows you to search the workspace configuration based on Created user, Dialog name, last modified date, Action.
Click Edit to edit or update the dialog details.
Click Filter to display the results and click Clear to rest the fields

Add New Dialog

You can create a workspace, team, channel, and a OneDrive folder by using the request workflow.

Click New Dialog. The following screen opens:

Field	Description
Dialog Name	Specify the name for the workspace dialog box. The label that is displayed at the top of the dialog box.
Set as Default	Select Yes to set the workspace dialog configuration as the default configuration based on Action Type to be applied to all workspaces. For example, user can set a default dialog box for Create Workspace and another default dialog box for Create Team action type and so on.
System	Select the external system from the list to use for this dialog box.
Action Type	Select the type of the wizard from the drop-down list. The values in the Action Type drop-down list change as per the DMS system selected from the System drop-down list.
Approval required when external users are added	For security reasons, you can set optional approval when adding an external user or guest user. Set toggle values: Yes - Always ask for Approval though user has a right to create workspace or a Team No - The default value is No. For creating a workspace or a Team, approval is not required.

Click Next to create the new request workflow for creating a workspace, team, channel, or a OneDrive folder.

Note: User can customize the dialog box details in the provided accordion.

Customizing the dialog accordions

Panel

You can view the configured panel with details such as panel type, Display Name, Description. Order, Hidden status, and Action.
You can add new panel by clicking Add New, the following screen opens:

Field	Description
Panel	Specify the panel name
Display Name	Specify the display name
Description	Specify the description
Is Hidden	Select the hidden value

Click Save to add new panel and click Cancel to close the dialog box.
Under Action, click Edit to edit or update the panel details, the following screen opens:

Click Update to edited the detail or click Cancel to close the dialog box.

Access

Allows you to add users/groups that can access the workspace dialog box created here.
Users who are not explicitly granted access to any dialog can still use the default dialog if they have permission to create workspaces.
The following accordion opens:

You can view created user name by default
Click Add New to add new user/group.

Field	Description
Type	Select the type to add either User or Group
Select a User/Group	Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select from the list or manually enter the name, which will auto-complete if the user is added in the Users & Groups tab. If a Group or User Name is modified from Account Management, then the relevant Request Workflow user or group name is then automatically modified. If they are disabled or deleted, then they are removed.
Requires Approval	Select Yes to add an additional Approval step when creating the workspace. The workspace will be created only if approved.
Can Add Users with Admin Role	Select an option to specify whether the admin role can be assigned to this user or group.
Role in Requested Team	Note: The Role in Requested Team drop-down is available only for M365 system and Create Team Request workflow. The following roles are available for the Create Team Request workflow: Admin Editor None Whenever a new user is added in the Access section of the Request workflow, by default the new user is added with the Editor role. You can modify the default role of the new user from the Role in Requested Team drop-down, if required. The None option in the Role in Requested Team drop-down is useful when a user wants to create a team, however does not want to be a part of that Team.
Expiration Date	Specify the expiry date of access to the user/ group.

Click Save to add an user/group or click Cancel to close the dialog without adding and saving the user/group.

Approvers

Allows you to add a users/groups that can approve the workspace dialog that is created here.

Click the Add New, the following dialog opens:

Field	Description
Type	Select the type to add either User or Group for approving the
Select a User/Group	Select the user/group from the drop-down. To select a user, either click the drop-down menu and select from the list or manually enter the name, which will auto-complete if the user is added in the Users & Groups tab.
Expiration Date	Specify the expiry date of access to the user/ group.

Click Save to add an approver in the approver list and click Cancel to close dialog

Note: The workspaces that require approvals are listed and can be approved in the Approvals tab.

Also, an email notification is sent to all the approvers and members of the approver group.

If one of the users reject/approve a request, it can not be edited by others

Click on the Approval from the Approvals tab, to view the Approvers. The Requestor now has access to view the approvers assigned (users, and /or groups)

Unique Metadata

Allows you to add unique metadata to the workspace dialog created here. This metadata is displayed in the selected panel.

Click the Add New button in the far right column to assign unique metadata to the workspace. In the Add Unique Metadata window, the following dialog opens -

Field	Description
Metadata	Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.
Default Value	Select the default value to be assigned to the metadata. Manually enter a value for the field or the drop-down will display values if it is assigned in Administration>Metadata>Manage.
Display Label	Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist.
Help Text	Enter help text to be displayed as a tool-tip on the custom field.
Type	Select the type of metadata from the drop-down. Options include: Date: Represents date value (e.g. 2018-10-10) String: Alphanumeric characters (e.g. cam123) Boolean: Represent logical values (e.g. True or False) Number: Numeric data values (e.g. 1,2,3) Currency: Represents integer format (e.g. 123.456)
Look Up	Select Yes to include the Metadata as a look up field. Note: This option is disabled for selection, if the Lookup option is set as No when adding the Metadata in CAM.
Lookup Type	Internal - The values in the drop-down are populated from the CAM metadata. You can select the metadata values from the drop-down. External - The values in the drop-down are populated from the configured external system. You can select the metadata values from the drop-down.
Create a new value?	Select value. Select Yes to add a new value to the look up field. A sign is added next to the look up field in the panel.
Lookup new Option	Select one of the following option: Generate New Number - CAM automatically generates a numeric value based on the Max digit and Metadata range specified in the dialog. Use description as alias - CAM will auto add the metadata name as the alias metadata ID The Create a new value must be set to Yes. Generate read only new number : Allows a read only field in the Workflow. Generate new number and hide: (For hidden system fields like systemid) Note: AutoGeneration is automatically done for the systemid column so that the references remain unique. Prefixes are also supported on top of the auto generated number.
Total digit for metadata	Only displayed if Generate New Number option selected Enter the length of the metadata to be generated for the custom entry (e.g. 5)
Prefix	Enter the metadata prefix
Metadata Range From & To	Only displayed if Generate New Number option selected Enter the lowest & highest value of the metadata range that can be accessed
Is ID field hidden	Only displayed if Use description as alias option selected Select Yes to hide the field in the Create Workspace Wizard.
Order	Set the order of the metadata to be displayed on the panel.
Panel	Select the panel for the metadata to be displayed. Based on the selection here the fields will be displayed in the panel.
Editable	Select Yes to allow the metadata value to be edited in the workspace dialog.
Lock Existing Values	This option doesn't allow users to create a new workspace using previously added values of specific metadata, locking the existing metadata. When a new Unique Metadata field in Configure Wizard is added, the option to Lock Existing Values displays. If Lock Existing Values is selected as Yes, Create a new value option should be automatically selected as Yes. The option No should be disabled. Also, the Default Value option is disabled. If the Metadata with Lock Existing Values option is 'No', then users can only add values to Metadata by clicking the '+' button. After the user enters values for that Metadata, there is a validation to check if that value already exists. If the value already exists, the user should not be able to save that value. E.g. Lock existing set to yes and is parent set to yes, means the unique metadata field matter will not allow inputting duplicate matters if any parent matters exist. If no for parent, and yes for lock, then if the metadata exists in entire system, then the value can't be added.

Click Save to add unique metadata and click Cancel to close the dialog

Note: The panels that have metadata specified here, will be displayed in the request workflow to enter information for the dialog.

For 'Grant Access' and 'Create Channel', Unique Metadata is not mandatory.

Other Metadata

Allows you to add metadata to the external system. This metadata is displayed in the panel selected. Select the external system from the drop-down in the other metadata panel.

Click Add New to add new other metadata, the following screen opens

Field	Description
Metadata	Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select it from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata. Tip: To assign a template to the workspace, select the Template metadata here. The default value field will display a list of all the available templates for selection.
Default Value	Displays a drop-down if a value is assigned in Administration>Metadata>Manage. Select the default value to be assigned to the metadata. If no values are available, you can enter a value for the field.
Is Hidden	Select Yes to hide the field. The field will not be displayed in the Workspace Wizard.
Conditional Display	Click Conditional Display, the following dialog opens: You can set options for the system metadata to be displayed only if the condition criteria specified here is met. Select the metadata and set the condition and value to be matched. The metadata will only be displayed if the condition entered here met. Click Save to save the metadata and click Cancel to cancel the dialog Click Delete to remove conditional metadata
Is Read Only?	Select the value for read only value.
Display Label	Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist.
Help Text	Enter help text to be displayed as a tool-tip on the custom field.
Type	Select the type of metadata from the drop-down. Options include: Date - Represents date value (e.g. 2018-10-10) String - Alphanumeric characters (e.g. cam123) Boolean - Represent logical values (e.g. True or False) Number - Numeric data values (e.g. 1,2,3) Currency - Represents integer format (e.g. 123.456)
Look Up	Select Yes to include the Metadata in the look up search fields to be applied to the external systems. Note: This option is disabled for selection, if the the Lookup option is set as No when adding the Metadata in CAM.
Lookup Type	Internal - The values in the drop-down are populated from the CAM metadata. You can select the metadata values from the drop-down. External - The values in the drop-down are populated from the configured external system. You can select the metadata values from the drop-down.
Create a new value?	Select the value for read only value. Select Yes to add a new value to the look up field.
Lookup Option	Generate New Number - CAM automatically generates a numeric value based on the Max digit and Metadata range specified in the dialog. Use description as alias - CAM will auto add the metadata name as the alias metadata ID The Create a new value must be set to Yes.
Is Id Parent based?	Selects if the id is parent based, to look up the metadata only on parent level, or across the entire system. E.g. Setting yes would look at parent metadata if there exists a record.
Total digit for Metadata	Only displayed if Generate New Number option selected Enter the length of the metadata to be generated for the custom entry (e.g. 5)
Metadata Range From & To	Only displayed if Generate New Number option selected Enter the lowest & highest value of the metadata range that can be accessed
Order	Set the order of the metadata to be displayed on the panel.
Panel	Select the panel for the metadata to be applied.
Editable	Select Yes to allow the metadata value to be edited in the workspace dialog.
Required	Select Yes to set the metadata field as a mandatory field on the panel. A value must be specified for the field. Note: If a field is Required and Hidden, a default value must be specified.

Default Security

Allows you to add default security to the workspace dialog created here.
Default security now allows to flatten groups in the wizard here.

Click the Add New to add the security details.

Field	Description
User/Group/Invite Guest User	Select if the default security is to be assigned to a user or group. CAM also supports adding guest users.
Select a User/Group	Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select it from the list or manually enter the name, which will auto-complete if the user name is added in the Users & Groups tab. It allows to select multiple user at a time.
Permission	Select Allow to assign the security to the user/group. Select Deny to restrict access to the user/group. Note: This option is not visible for Office365 workflow, by default sets to Allow.
Role	Select the user/group role from the drop-down. Note: Editor and Admin roles are available for Office365.
Panel	Select the panel for the default security to be applied. Note: By default the 'Security' option is selected.
Expiration Date	Specify the expiry date of access to the user/ group.

Click Save to add default security and click Cancel to close the dialog

Note: While submitting a job using a CSV file or a script, an error message is displayed “Failed to add security” if a user does not have permission to access a particular team.

Default Template

Allows you to add the template to the workspace dialog created here.

Click Add New to add the template, the following dialog opens

Field	Description
Select Template	Select the Template from the dropdown
System	Select the System from the dropdown
Order	Specify an order

Click Save to add the Template and click Cancel to close the dialog

Editing Request Workflow

You can edit or update workspace by clicking Edit option under Action menu

In the Edit Workspace Wizard Configuration window make the necessary changes and click Update.

Delete Request Workflow

In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window, under Action Menu, the following screen opens

click Delete Workflow to delete the workspace configuration, the following screen opens

Click Yes, delete it to delete the workflow and click No, go back to close the dialog