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A Queue represents a process or a subprocess within the Workflow, which could consist of one or several actions concerning a document. Queues can be nested within other processes. For example, if there a collection of documents waiting to be approved or rejected, those documents would be sitting a Queue. An Email notification from within the Queue could trigger the user to change the documents’ status to “approved,” sending them to the next action in the Workflow.
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This node is for GlobalAction only. |
Each Queue has its own security and reporting parameters, enforcing business rules while setting individual criterion for what you can see or do. While a document is in a Queue users who have View permissions to that document but not the Queue can see it in the Document Viewer, but it cannot move it, rotate it, or edit it any way. Users or groups assigned to the Queue are the only ones with the ability to see the Workflow buttons for a document that is part of a process and take action on a document. GlobalSearch permissions still apply. When a document is in a Queue, only a system administrator has access to edit it. To view but not modify it, a user must have View permission for the Archive the Workflow Search is based on.
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Queue permissions for documents are not retroactive for users added to a queue after a document has entered a queue. Group permissions added to a queue are also not retroactive if added to a queue after a document has entered a queue. However, if you add a group to a queue then later add a user to that group that user will have retroactive permissions because of the group. The group had to have been there secured before the document entered the queue. |
- Drag a Queue Node from the Nodes Pane to the Design Canvas.
- The Queue Settings dialog box will appear.
- Enter a unique name for the Node in the Title text box.
- Enter a description in the Description text box.
- Select who will be granted access to the Workflow from the Available Users & Groups list and click the Move (arrow) button to add them to the Secured Users & Groups list. One or more users or groups can be selected at a time.
- Click Save.
- Add one or more Nodes to the Queue (a Connection will not link up to an empty Queue Node).
Queue Settings
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Queue can have both System and User Actions. System Actions allow a document to leave a Queue without user involvement. User Actions are triggered when the user manually clicks a Workflow button in the Document Viewer for a particular document. |
Node properties
Title
The Title of your node should be brief but descriptive about what actions are on the queue node to move it to the next part of the workflow. Titles are important when revisiting workflows in the future and when migrating workflows. The title of the node will be displayed when resolving conflicts during imports.
Description
The Description of your node should provide notes about this node. This could include information about the actions being done, who has access, etc. Descriptions can be very useful when revisiting workflows in the future.
Security Settings
Using the arrow keys between the columns, or double-clicking on a user/group, we can set the security for the Queue node.
Available Users and Groups: This column displays all of the users that GlobalAction can access. Secure users or groups in order for them to have permissions to this node.
Secured Users and Groups: This column displays the users and groups that currently have access to this node.
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When adding a Node to a Queue, the Queue box must go from grey to green to indicate that it is positioned in the Queue. |
User Action Link
Place your mouse pointer over the Queue Connection Point (small circle in the upper right corner of the Queue Node) on the Design Canvas.
The mouse pointer becomes a selection ( ) icon.
To create a User Action Link, drag a Connection from the Queue Connection Point to the next Node outside of the Queue in the Workflow.
To create a System Action Link, drag a Connection from a Node inside the Queue to the Next Node in the Workflow.
Enter a unique name for the User Action Link in the Title text box.
Enter a description in the Description text box.
Click Save.
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Use Cases
Using the repeat node to send email notifications
In this example, I've configured a Repeat node to repeat sending an email notification then wait for approval if the Student ID is empty. If after 2 times of this process being repeated, it'll change the status to "needs review" and then end the workflow.
This is useful for having sections of a workflow that need to be repeated, without having to rebuild sections of the workflow multiple times.
