Workflow manage recipients for administrator

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Workflow recipient assignment can be done in three levels.

Global rule recipients
  • In this level, users can be assigned as authorized or default recipients for each rule-role combination.
  • When both authorized and default recipient lists are empty, each user can assign any active users to their user default for that rule-role combination.
  • When the authorized recipient list is empty, any active user can be selected as a default recipient.
  • When the authorized recipient list is not empty, only users in the list can be selected as default recipients for that rule-role combination.
User default recipients
  • Default recipients set in the global configuration are displayed as default recipients in the user default recipient list. Default recipients in this list can be changed.
  • Only users in the global configuration of the authorized recipient list can be selected for user default recipient lists when the authorized list in the global configuration is not empty.
Reviews awaiting approval recipients
  • The workflow reviews are created by using requester recipients lists or default recipients lists that are set for the rule-role combination.
  • A requester can add recipients to the recipient list for an item's workflow review.
  • Only users in the global configuration of the authorized recipient list can be added to the review's recipient list when the authorized list in the global configuration is not empty.

How to use workflow manage recipients

On the Manage recipients page, the user with workflow recipient permission can define a search criteria. The search criteria can include any combination of users, roles, and rules. The user can then choose to add, replace, or remove recipients, either as a bulk action or an individual action.

Note: The Manage recipients page displays all active and inactive rules.
When a user runs a search in workflow recipient manager, the results are grouped in three categories.
Global recipients
To manage global recipients, select the relevant items and click Manage global recipients. The Manage global recipients window opens where you can do the following actions:
  1. Select an action, user, and recipient list type.
  2. Validate your actions by taking note of any warnings or errors the system brings to your attention.
  3. Review and run your chosen actions by clicking Save.
User default recipients
To manage user default recipients, select the relevant items and click Manage user default recipients. The Manage user default recipients window opens where you can do the following actions:
  1. Select an action, user, and recipient list type.
  2. Validate your actions by taking note of any warnings or errors the system brings to your attention.
  3. Review and run your chosen actions by clicking Save.
Reviews awaiting approval recipients
To manage reviews awaiting approvals recipients, select the relevant items and click Manage reviews awaiting approval recipients. The Manage reviews awaiting approval recipients window opens where you can do the following actions:
  1. Select an action and a user.
  2. Validate your actions by taking note of any warnings or errors the system brings to your attention.
  3. Review and run your chosen actions by clicking Save.

Recipient list types

Select from the recipient list types on the Manage global recipients page.

Authorised recipients
For a particular role, if the authorised recipient list is configured on a rule, then only the authorised recipients in the list can be included in any review. If the authorised list is not configured, then any recipient can be included in any review for that role.
Default recipients
For a particular role, if the global default list is configured on a rule, then all of the people listed in that default list will be automatically included in any review for that rule started by any user unless that user has overwritten the global default list with the user default list.
Include related user default recipients
Select this option to apply the same action as that of global recipients to the user default list for a particular role and rule.
Include related reviews awaiting approval
Select this option to apply the same action to the pending reviews as that of the global recipients for a particular role and rule.

Useful to know

  • When assigning a recipient to a workflow approval, the system looks at the users default recipient list for the rule-role combination. If this list is empty, then the global default recipient list for the rule-role combination is used. If this list is also empty and no recipient is able to be assigned at the time of an item falling into workflow, the item has the status of Missing recipient. The item does not continue through workflow until a recipient is assigned.
  • If the users default recipient list is blank, then the global rule default list is used. To reset a user list to the global list, the users default list should be cleared.
  • If Remove action is done for Authorised recipients, it must be done for global default, related user default, and related reviews awaiting approval recipients also.
  • The add action is not available for user default recipients because user default list is owned and managed by individual users, if Add action is selected, the Include related user default recipients option is disabled.
  • From the Manage recipients window, you can use the filter feature to search Condition one and Condition two.