Configuration Guide

1. During the configuration of the protocols feature, you will need to identify the following people or role, and add them as SharePoint users:

a. Router – this person accepts incoming documents and routes them to the appropriate department
b. Department Manager – Each department has a manager, and when the router assign a document to department then the 1st task goes to the manager.

2. The Library Configuration contains a record for each protocol document library:

a. List Name: If the list name is changed, then this record also needs to be updated.
b. Formula: The Protocol ID is generated using this formula that can be customized to meet the customer coding conventions.
c. Offset: Most protocol numbers will not commence from 0, so this offset is used to give the required start number.
d. Router: the name of the user or group that accepts the incoming documents and routes them to the department.
e. SendEmail: this Yes/No options controls whether e-mail notifications should be sent from the workflow.


3. The Mail Messages that are sent when tasks are assigned, and completed can be customized:

a. Code: Internally code used by mail system – do not change existing messages.
b. Subject: Mail Subject – parameter {0} is the title.
c. Body Text: Mail text


4. Departments are used for the incoming workflows where the router assigns ownership to departments:

f. Title: Department title
g. Manager: Manager that will initially take ownership of the document
h. Approver: Not currently used.


5. Contacts (Protocol contacts) should be loaded into the system, and categorized as either individuals or organizations).

These are required metadata for both the incoming and outgoing documents.



Workflow Association Guide

1. The protocols feature comes with two approval workflows, known as incoming and outgoing workflows. These should be manually associated with the corresponding document libraries.

2. Incoming Document Workflow
a. Choose the Incoming Document library, click the Library tab, and then Workflow settings.
i. Click the Add a new workflow option, and then complete the details as follows:
ii. Workflow: Incoming Protocol Workflow
iii. Name: You should decide a suitable name that indicates direction, and version, i.e. inWF1
iv. Task List: Protocol Approval Task (choose this since we have custom forms)
v. History List: Workflow History
vi. Start Options: Start the workflow when new item created.


3. Outgoing Document Workflow

a. Choose the Outgoing Document library, click the Library tab, and then Workflow settings.
i. Click the Add a new workflow option, and then complete the details as follows:
ii. Workflow: Outgoing Protocol Workflow
iii. Name: You should decide a suitable name that indicates direction, and version, i.e. outWF1
iv. Task List: Protocol Approval Task (choose this since we have custom forms)
v. History List: Workflow History
vi. Start Options: Allow this workflow to be manually started by an authenticated user.









Last edited Jul 18, 2011 at 6:50 PM by heat_it, version 1

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