In this article, we will cover why you should use the 'File flows' feature and how to use it.
File areas are an underlying feature for file flows as the flows are used to approve and authorize files between the 3 file areas:
Files
Shared files
Published files
Files can be seen as a place for files that are a work-in-progress, while shared files can be seen as a place for files that are ready for review. The published file area is for files that are ready to be published to project participants.
File flows are processes and workflows that determine how files move between the different stages of filesharing and thus how they move between these 3 different file areas.
Table of contents
- Video
- Approving files
-
How to start file flows
- How to approve/authorize files in file flows
- Get an overview of files in flows and their status
Video
Approving files
There are two ways for a file to be approved: Direct approval or via file flows. In this article, we will cover the use of file flows. If you want to learn how to directly approve files using only the file areas feature, read our article on File areas.
How to start file flows
When a file flow has been started, it will be moved to its first stage where it needs to be approved. The file will appear for the user that is set to approve the step in the file flow, in the Awaiting my authorization section:
The file will only be approved/authorized if the file passes all the steps. If the user in the first step approves, but the user in the next step does not, the file will not pass the file flow.
Start the file flow
Technical information
If the file flow is not set to be started by a trigger, it must be started by the flow starter.
When the flow is active, the flow starter (in our example, the architect) can submit a file to be approved/authorized under
Box
Files
Choose the file(s)
More
Authorize to published files
Select the approval flow
'Next'
'Start flow'.
(Click image to enlarge)
The file will then go to the section Authorization for published files
Awaiting others authorization. For the person that needs to approve the files it will be placed under
Awaiting my approval:
(Click image to enlarge)
How to approve/authorize files in file flows
The user who needs to approve/authorize a file will be notified by email.
They can also see when files need approval/authorization by a counter appearing on the Box module in the sidebar, and the counters in the side menu for
-
Approvals for shared files
-
Awaiting my approval
-
Authorizations for published files
They can then choose to approve/authorize or reject the file. To do this, go to
Approve:
Approvals for shared files
Awaiting my approval
Select the file
Approve or
Reject:
Authorize:
Authorizations for published files
Awaiting my authorization
Select the file
Approve or
Reject:
(Click the image to enhance)
Create comments in a file flow
When a file is in a file flow, the current user (who is the approver) can have the ability to make comments. These comments can be created when approving or rejecting a file. For example, a comment can be made for the person responsible for handling rejected files. When creating a comment, the user can select from available communication channels and comment types.
To create a comment, go to:
Awaiting my approval
Select the file
Show
New comment.
Then create a markup, fill out the comment form to the right, and click 'Create':
(Click the image to enhance)
Get an overview of files in flows and their status
When the file flows have been set up, you can get an overview of the status of the files in file flows using the list view. This is done by using the columns in the list view that can show you:
- 'Latest version in approval/authorization flow' column;
- If the latest version of a file is in a file flow:
- 'Latest version in Shared/Published' column
- If the latest version of a file is in the Shared/Published file areas:
- 'Started' (Date) column and 'Started by' (User) column
- When a flow was started and by whom
Learn to set up file flows
To learn how to set up file flows, read this article: How to set up File flows.