Configuring Request Workflow

Dialog

Specify the dialog to be searched.

Last Updated

Select the last modified 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.

Dialog Name

Specify the name for the workspace dialog box.

The label 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:

• On: Always ask for Approval though user has a right to create workspace or a Team.

• Off: The default value is No. For creating a workspace or a Team, approval is not required.

Unique Value Identification

The option can be toggled on or off for all systems and all types of actions. The option allows the source systems' identification to be pulled with the record.

Panel

Specify the panel name

Display Name

Specify the display name

Description

Specify the description

Is Hidden

Select the hidden value

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 user is disabled or deleted, CAM will show in the workflow that the user is deleted or disabled.

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

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.

Type

Select the type to add either Users, Groups, or Role-Based Groups for approving the request.

Select a User/Group/Role-Based Group

Select the user/group/Role-Based 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.

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.

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 lookup field in the panel.

Lookup new Option

Select one of the following options:

• 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)

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.