Configure Request Workflow

Request Workflow Configuration

This section allows you to perform the following operations -

Add Workspace Dialog

Click the button for Add New Dialog
In the Add Request Workflow Configuration window, type information in the provided fields, based on the details below, then click Update.

Field	Description
Dialog Name	Enter a name for the workspace dialog. The label that is displayed at the top of the dialog.
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. E.g. User can set a default dialog for Create Workspace and another default dialog for Create Team action type and so on.
Add Default Templates	Allows for a default template to be set on the workspace wizard to be used. After Default Templates are added, the user should only see the templates added as default. If no Default Template is added, all templates show. When a Template is added as default, that template should not show again in the list when adding another template as default.
System	Set the external system to use for this dialog.
Action Type	Sets the type of the wizard. Available types are: Create Workspace, Create Team, Create Channel, or Request Access.

Request Workflow Panels

Allows you to add a list of the workflows (used to be panels) that can be configured in the workspace wizard to enter information for the workspace dialog created here. Here you can select the panels to be displayed in the wizard. Click the Edit button in the far right column to edit the panel. In the Edit Workflow window, type information in the provided fields, based on the table below, then click Update.

Field	Description
Wokflow	Displays the default workflow name
Display Name	Enter name for the workflow. This is displayed in the navigation pane and at the top of the workflow. This is a required field.
Description	A brief description for the workspaces created through the dialog
Is Hidden	Select Yes to hide the panel in the workspace wizard, when entering information for the workspace dialog.
Lookup Type	Available only in the Security Panel. You can restrict the Users to add/modify security members either from internal or external users and groups. Select the option “Internal or External”. It will display Users and Groups based on this option in the Security Panel while creating/modifying the workspace. Note: Office365, Kira, HighQ, iManage SPM supports only Internal lookup.
Change order	Click the Change Order button to change the panel order in the workspace wizard. In the Change Panel Order window, drag and drop the panels to revise the order. Click Save.
System	Only applicable to the Workspace Panel Select the external system to create the workspace.

The list of information displays in the following columns in the Workflow:

Column Name	Description
Workflow	Displays the Workflow name
Display Name	Displays the edited workflow name
Order	Displays the order of the workflow
Description	Displays the description entered above
Hide	Displays Yes if workflow hidden
Edit	Click the button to edit workflow details.

Access

Allows you to add users/groups that can access the workspace dialog created here. Users who are not explicitly granted access to any dialog can still use the default dialog if they are allowed to create workspaces. Click the Add New button in the far right column to add the access details. In the Edit Workflow window, type information in the provided fields, based on the table below, then click Save.

Field	Description
User/Group	Select if the permission is to be assigned to a 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.
Permission	Select Allow to assign the permission to the user/group. Select Deny to restrict access to the user/group.
Requires Approval	Select Yes to add an additional Approval step when creating the workspace. The workspace will be created only if approved.
Expiration Date	Specify the expiry date of access to the user/ group.

The list of information displays in the following columns:

Column Name	Description
User/Group	Displays the user name/group
Requires Approval	Displays Yes if the workspace created by the user requires approval.
Edit	Click the button to edit the user/group access.

Approvers

Allows you to add a users/groups that can approve the workspace dialog created here. Click the Add New button in the far right column to add the approver details. In the Add Approval window, type information in the provided fields, based on the table below, then click Save.

Field	Description
User/Group	Select if the approver is a user or group who require approval to create a workspace.
Select a User/Group	Select the user/ group from the drop-down who can approve the workspace. 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 User Management>Users.
Permission	Select Allow to assign the approval permission to the user/group. Select Deny to restrict access to the user/group.
Expiration Date	Specify the expiry date of the approval access to the user/ group. This is a required field.

Note: The user creating the Request Workflow is added as the default approver for the workspace.

The list of information displays in the following columns:

Column Name	Description
User/Group	Displays the user name/group
Edit	Click the button to edit the user/group approval details.

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

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, type information in the provided fields, based on the table below, then click Save.

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.

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 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	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.
Max 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)
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.
Start From	Only displayed if Generate New Number option selected Enter the lowest value for the generated metadata (e.g. 10)
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.

The list of information displays in the following columns:

Column Name	Description
Metadata	Displays the metadata name
Label	Displays the metadata label entered above
Type	Displays the type of the metadata selected
Order	Displays the metadata order assigned
Panel	Displays the panel name the metadata is assigned to
Edit	Click the button to edit the metadata details added

System 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 system metadata panel.

Note: The external system must be selected from the drop-down to enable the Add New button.

Click the Add New button in the far right column to assign system metadata to the workspace. In the Add System Metadata window, type information in the provided fields, based on the table below, then click Save.

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	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.
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 Yes to add a new value to the look up field. Above sign is added next to the look up field in the panel.
Lookup new 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.
Max 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)
Start From	Only displayed if Generate New Number option selected Enter the lowest value for the generated metadata (e.g. 10)
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 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.

Configure User & Group Notification

It allows configuring automatically to notify when the workspace is created, to the current user who is requesting the workspace. In addition, this feature allows users to send an email notification to a group also while creating the workspace. This feature helps to send notifications to the bulk of users at the same time by creating a group.

Add UserNotification metadata in the System Metadata
Set default value #current_user_email# to send notification automatically even if Notification panel is set to hide.
Below is a snapshot of the Notification panel displayed in the request workflow, if the Notification panel is set to not hide.
Click here to know Notification Panel Setup

Add the below parameters in the system metadata:

Field

Description

UserNotification

This allows to send notification to who is requesting the workspace

Add #current_user_email# as default value.

If you do select Is Hidden Yes : Notification panel would not be displayed while creating workspace but notification will be sent to the current user.

If you do select Is Hidden No : Notification panel will display UserNotification look up to select the current user.

UserNotificationTemplate

Select Notification Template.

Note: Configure notification template in the Administrator > Email Templates and select the same in the notification panel.

Field	Description
Type	Select the option, User or Group
User	Select User from dropdown (If User type selected)
Group	Select Group from dropdown (If Group type selected)
email notification	Select email template form dropdown
Notification List	Displays list of added groups/users

Click Next

Configure Workflow to Create Office 365 Group

Allows you to add office 365 groups via Request Workflow.

Steps to Configure Workflow:

Configure the wizard for Office 365. Use the required parameters below:

Field	Description
ClientId	Id of the client
ClientName	Name of the client
MatterId	Id of the matter
MatterName	Name of the matter
MailNickName	Nickname for emailing
Office 365 Type	Type of the Office 365 System
Workspace Name	The name of the workspace

Use the new wizard to create a new Office 365 group.
After clicking Finish, a job will be created in the Jobs Tab for the Creation of a CAM group, and a job for the Office 365 group.

Configure Workflow to Create Channel with an Existing Team

Allows you to create a channel with an existing team.

Steps to Configure Workflow:

Configure the wizard for Office 365. Use the required parameters below:

Field	Description
ClientId	Id of the client
ClientName	Name of the client
MatterId	Id of the matter
MatterName	Name of the matter
ChannelName	ChannelName
Office 365 Type	Type of the Office 365 System: Set to channel
Office365ExistingTeamId	The id of the team in Teams. This sets the existing team to be used

Use the new workflow to create a new Office 365 channel.
After clicking Finish, a job will be created in the Jobs Tab for the Creation of a channel.

Default Security

Allows you to add default security to the workspace dialog created here. Click the Add New button in the far right column to add the security details. In the Add Default Security window, type information in the provided fields, based on the table below, then click Save.

Field	Description
User/Group	Select if the default security is to be assigned to a user or group
Invite Guest User	External users can be added to Office 365 Groups and Teams Email - Required field. Enter external user email Id. Name - Required field. Enter name to be displayed in Office365 groups and teams. Note: This option is available only for Office365 request workflow.
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 Watcher Roles are available for Office365.
Panel	Select the panel for the default security to be applied.
Expiration Date	Specify the expiry date of access to the user/ group.

The list of information displays in the following columns:

Column Name	Description
Security Name	Displays the user name/group the security is assigned to
Permission Type	Displays if permission is allowed or denied
Panel	Displays the panel name the default security is applied to
Edit	Click the button to edit the security details

Edit Request Workflow Dialog

In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window make the necessary changes and click Update.

Delete Request Workflow Dialog

In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window, click Delete to delete the workspace configuration.

Using Request Workflow (Workspace Wizard) in Desksite

After installing the CAM Commands, the Workspace Wizard can be used in Desksite.

On a workspace or matter/client , right click a matter.
Click CAM-> Create Workspace to create a workspace.
For My Matters, you can also use the wizard there. For example, create a category from My Matters in Desksite.
Then right click and select CAM-> Create Workspace.
The category and workspace will be created in CAM. If the category id metadata is present in CAM.