Workflow features are part of the configuration of a Space.
This page explains how to set up approvals for the Add Files (upload) Workflow, and for the "Request Use" Workflow.
Roles control the permissions users can access in Chorus. For an explanation of roles and permissions, see A3.3 About: Member permissions and roles.
Workflows - such as the ability to require approval for new uploads or for requests to use files - are attached to roles in your Space. Each Workflow implements a kind of approval or automation that Chorus can provide.
Preparing the Workflow Catalog
Before you use Workflow in a particular Space, you need to add the Workflow features to the catalog for the Space.
To access the Workflow Catalog click on the Space and then click "Manage Space..." in the right-hand tools menu. For more information on how to manage a Space, see C10.3 Manage an existing space. You will need to be a Manager of the Space.
Next, click on the Workflow tab. This is identified by the Workflow icon .
On the left-hand side of this page, there is a list of the available Workflows. In this example, there are two workflows. They are:
Add: The ability to require approval by a nominated role when files or folders are added to the Space.
Request use: The ability to require approval by a nominated role when a user requests download, edit or sharing features for a file.
To use one of the Workflows, drag it from the left to the right.
When additional Workflow or automation abilities are developed by Third Light, they will appear in the "Workflows in Catalog" list.
Each Workflow can be configured. For example, the "Request Use" Workflow allows you to choose which role acts as the approver for requests made. The default is the Managers role, but you can use the drop-down list to change this to any role. You can also click on the title to change the label or description of the Workflow, which may help to clarify its purpose later.
When you have added the Workflows to the Space by dragging them to the "Workflows in Use" pane, your Space is ready to use Workflow.
Click Save.
Next, go to the People tab.
Adding Workflow to a role
Users and roles are managed from the People tab.
In general, you should now create a new role which is specifically for users who will require approval.
To do this, click "Add Role" under the list of existing roles, and name the role. In this example, the new role is named "Require approval" to make its purpose easy to remember.
To add Workflow features to the role, click on the advanced permissions button, "..." on the right of the name of the role.
The "Add" Workflow
The "Add" Workflow is related to the upload permission. This also includes adding files by dragging them from other Spaces, and adding folders. To enable this Workflow, first tick the Upload permission for the role, then select one of the "Add" Workflows. The drop-down list will include all of the Workflows in the catalog for the Space which can interact with the upload permission.
The "Request Use" Workflow
The "Request Use" workflow replaces several other permissions. It controls the user's ability to download, edit or share files in the Space. Instead of users having direct access to those permissions, they can request them via a single tool in the right-hand menu. The tool is labelled "Request use..." in that menu.
Use the drop-down to set "Request use" to require one of the "Request Use" Workflows. The drop-down list will include all of the Workflows in the catalog for the Space which work with the "Request Use" feature.
It is usually a good idea to disable the permissions for Download, Edit, Delete etc - as these are provided by the Request Use feature. Once they have been disabled, enable the Request Use option, as above. This prevents any confusion arising from the user already having permission to do something without needing approval (in such cases, the approval step would not be seen by the user). In effect, it is normal to use the Request Use option on its own.
It can also be useful to define new roles to make explicit lists of users who will act as approvers for specific workflows. For example, you might consider having a role for "Upload Approvers".
Click Save to commit the new custom permission for the role.
Next, add any users or other Spaces to the role, as required. For details on how to add users to roles, see C11. Manage users in a space.
Anyone in the role with Workflow features active will now be required to get approval.
