Assigning a Workflow

It is possible to make workflows accessible to only certain users or to display workflows only on certain devices. This way, users can only see the workflows they need.

The authorization of users can be done by user, department or user keyword. An assignment to a device is done via device keywords.

A workflow assignment is not available for document workflows and has no influence on print workflows.

In the web administration, click Workflows > Workflows in the menu (the list of existing workflows opens). Click on the desired line. The workflow editor opens.

Click the Assign Workflow icon in the lower right corner of the Workflow view.

The option Assign this workflow to all users makes the workflow available to all users. Leave all other fields blank.

You can also make the workflow accessible only to certain user groups or devices.

To do this, first activate the option Assign this workflow to all users. Then specify below which groups are not allowed to use the workflow.

Under Exclude Departments, select the departments from the list that are not allowed to use the workflow (you can also search for departments by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

Under Exclude Users, select the users from the list who are not allowed to use the workflow (you can also search for users by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

You can also exclude users using a keyword. To do so, enter any user keyword in the Exclude users using keywords field. Confirm the entry with Return (a color-coded list entry is created).

Give the same keyword to all users who are not to be authorized for use, see User List. You can also import keywords from a directory service as a group membership; the name of the group automatically becomes a keyword.

If you specify several keywords here, one of these keywords is sufficient for the user to be denied access to the workflow.

You can exclude devices using a keyword. To do so, enter any keyword in the Exclude devices using keywords field. Confirm the entry with Return (a color-coded list entry is created).

Enter the same keyword for all devices on which the workflow is not to be available, see Device List. If you enter several keywords here, one of these keywords is sufficient for the device to display the workflow.

To do this, first deactivate the option Assign this workflow to all users. Then specify below which groups are allowed to use the workflow.

Under Assign to Departments, select the departments from the list that are allowed to use the workflow (you can also search for departments by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

Under Assign to Users, select the users from the list who are allowed to use the workflow (you can also search for users by entering their initial letters). Confirm the selection with Return (a color-coded list entry is created).

You can also make the assignment to users by means of a keyword. To do so, enter any user keyword in the Assign to users using keywords field. Confirm the entry with Return (a color-coded list entry is created).

Give the same keyword to all users who are to be authorized for use, see User List. You can also import keywords from a directory service as a group membership; the name of the group automatically becomes a keyword.

If you specify several keywords here, one of these keywords is sufficient for the user to obtain access to the workflow.

You can make the assignment to devices by means of a keyword. To do this, enter any keyword in the Assign to devices using keywords field. Confirm the entry with Return (a color-coded list entry is created).

Enter the same keyword for all devices on which the workflow is to be available, see Device List. If you enter several keywords here, one of these keywords is sufficient for the device to display the workflow.

If the workflow is not assigned to any user, it is not visible to anyone on the device.