What feature access necessary for workflows is determined by what your user needs to be able to do.

If your user simply needs enough access to be a part of a workflow, participating stages or steps, then the only required feature is 'Workflow'. This will allow your user to participate in workflows and start workflow instances, as well as delete workflow instances that are assigned to them.

If your user needs to be part of an approval process within a workflow, your user will also require 'Workflow Approval' alongside 'Workflow'.

If your user needs to be able to create, edit, or delete workflows, your user will require the the 'Workflow Management' feature. This feature also allows users to manage workflow instances for all users across the account.

To begin building a workflow, click on the 'Workflows' option in the navigation bar on the left side of the Revver screen, or by selecting 'Workflow' from the 'All Features' menu.

Next, locate and click on the 'Create Workflow' button near the top right of the Workflows page. This will open up a new workflow for you to begin creating and designing.

Steps represent the action being performed when the workflow is run. All steps within a single stage happen simultaneously and in no particular order.

All new workflows begin with one stage by default, so you can begin adding steps right away. Add a new step by clicking on the 'Add Step' button.

This will present you with a list of available steps you can add to your workflow.

Choose one from the list and it will appear within your stage and allow you to configure it.

In this example, we will be designing the workflow to automatically apply a metadata group to a file. In order for the workflow to know what it will be applying the metadata group to, it needs to be defined in the workflow itself -- this is called a Workflow Asset.

In the example 'Apply Metadata' step in the previous section, the workflow asset can be defined by clicking on 'Select Item'.

This will present you with the asset selection screen. If an asset has already been created/defined in your workflow, it can be selected from the 'Asset' tab. However, since this is the first step in our example workflow, one must be created first.

Assets can be static files or containers that exist in your Revver documents structure, or manual assets that are defined as the workflow is run. For the purpose of this example we will be using a manual asset. Clicking on the 'Manual' tab will allow you to configure the manual asset and what it represents.

Asset type refers to whether the asset represents a single file, multiple files, or a file path within your Revver documents structure. For the purpose of this example, this asset will be configured to represent a single file, limited to PDFs, and is simply named 'New File'. Once configured, click on 'Done' to save it to your Workflow Assets list.

To finalize the configuration of our step, we need to select the metadata group it will apply, whether it will run automatically or need manual user intervention.

If set to 'Manual', a description can be added that an assigned user will see when interacting with this step in the workflow.

If your workflow requires multiple stages, a new one can be added by clicking on the 'Create Stage' button.

This will add a new stage with no steps in it. New stages will appear in sequential order, but can organized using the arrow buttons at the top right of the stage itself.

To delete a stage, click on the trash can icon.

Each stage is highly configurable, allowing you to determine which user or group it is assigned to, timeframe requirements, approval requirements, and more.

Workflows require at least one assignee, which can be any user with a full or essentials user with the 'Workflow' feature enabled.

If a single user is chosen, that user is selected as the default assignee automatically. If multiple users are added as available assignees, they can each be selected when the workflow is run. Any user selected as the default assignee will be pre-selected whenever the workflow is run manually or triggered by an automation setting.

Timeframes allow you to set limitations on how long a workflow instance may remain on a single stage, as well as determining what happens when that limitation is met.

For example, if after three days the workflow stage has not progressed, the stage can be configured to:

Each stage can be configured to require the approval of another user within your Revver account. If the 'Approvers' box is selected, at least one approver is required, but multiple approvers can be selected.

If multiple approvers are selected, you can configure how many are required to approve/deny the stage before moves on. Other options include:

Upon approval or rejection, the stage can be configured to route to different stages or end the workflow.

Outside of approvals and time frames, stages can be routed in various ways. A simple workflow that applies metadata may only need one stage and complete once the step has been fulfilled, but in conjunction with an approval step, it could route to a different stage depending on whether it was accepted or rejected.

Each stage within your workflow can be configured to determine which stage occurs next, options include:

For more information on Metadata Routing, see the following article.

Once all of the steps and stages in your workflow have been designed, clicking 'Save' at the bottom of the page will finalize your workflow and make it available for use.

However, here are some additional options available to you within the workflow configuration screen.

Outside of configuring individual stages, steps, and assets, the workflow itself has options available to change workflow instance behavior. Located at the top of the workflow configuration page, click on the 'gear' icon to open the Workflow Settings panel.

An overview of each setting can be found below:

For complex workflows, the workflow preview option gives you a flowchart style look at your workflow and the routes it takes through your stages.

Located near the top of the workflow configuration, click on the 'eye' icon to open a preview of your workflow.

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