Assigning Workflow Steps to Files or Folders

All files in the workflow-controlled folders are assigned to one of the workflow steps.

When you upload new files or enable a workflow for the existing folder, your files are in the initial step of the workflow. In the case of built-in workflows, such as Label production workflow and Two step approval, the initial step is Draft. When you change the workflow step for the selected files or folder, the new step is automatically assigned to the documents, for example, Request approval. You can only change the workflow step to the next step(s) as defined by the workflow rules.

You can change the workflow step if you right-click selected files to open the context menu., then click Change Workflow Step.

Changing workflow step to the next available step. In this case from Draft to Request approval.

Control Center allows you to simultaneously change the workflow step for multiple files or folders. Select your files or folders and right-click to open the context menu. Select the Change Workflow Step option to promote your files to the next available workflow step.

Figure 1. 

Changing workflow step to multiple files with selected preview.

There are two conditions to promote multiple files or folders to the next workflow step:

• All selected files or folders must be on the same workflow step.

• None of the files or folders must be checked out.

When your files or folders are assigned to the Approved step, print-only users can access it. Print-only users are usually members of the built-in access role Operator, but you can also create your own roles.

Print-only users can be also allowed to print files in other workflow steps (in case of solution developing and testing). Go to User Management to change or add roles to users.