CREATE WORKFLOW STAGES AND GROUPS

1. From the WSD Application Desktop, select the SYSTEM ADMIN button or icon   to display the System Administration screen; then select MAINTAIN STAGES to display the Maintain Approval Stages screen, or
2. From the WSD Application Desktop, select Workflow Administration, then select STAGES to display the Maintain Approval Stages screen.  

There are three types of Stages: Author, Individual, and Group.

Author  - Only the person designated as the author of the request can approve or disapprove the request in this stage. Users with "Update Documents in Author Stages" permission (see User Permissions) may edit, approve or disapprove requests in any stage designated as an Author Approval stage.

• Other WSD users may be able to view requests in an Author stage if they have been given View-only access (see User Permissions "Workflow Permission"); however, they will not be able to edit, approve or disapprove the Author's request.

Individual - One or more users can be authorized to edit, approve, disapprove or view requests in this stage, as an individual. When any one of these users approves/disapproves a request, it will automatically move to the next or First workflow stage defined for the Approval Path assigned to this request.

Group - One or more groups of users can be authorized and may be required to approve or disapprove a request in this stage.

• There can be one or more users in each group 
• Any member of a group may approve or disapprove on behalf of the group. Requests remain in a group workflow stage until either:  
  • All required groups have approved the request OR  
  • The first time a group disapproves the request 
• Approvals by different groups can be made concurrently.

Add Author Stage

To add an Author Stage on the Add New Approval Stage screen, complete the following steps:

1. Type the descriptive name of the stage into the Stage Name field.  
2. The Position drop-down list displays the existing stages for your site, and allows you to select the position of the stage your are adding -- First, Last or After an existing stage.  
3. Select Author from the Stage Type drop-down list.  
4. The Notification E-mail Templates field allows you to select a template from a drop-down list of templates. WSD will use this template to generate an E-mail notification message to the author whenever a new request is approved or submitted into this stage.  
5. Select any or all of the Required Request  Fields . These fields tell WSD what information users must provide when submitting requests to this stage.  
   • Author - must be a required field for any Author stage so that WSD knows which users need to approve a request in the stage 
   • Filename - should be required in at least one of the approval stages before the request is published.
6. Click ADD. WSD adds the stage and displays a "Approval Stage Added" confirmation screen.

1. Type the descriptive name of the stage into the Stage Name field.  
2. The Position drop-down list displays the existing stages on your site, and allows you to select the position of the stage your are adding (First, Last or After <stagename>).   .  
3. Select Individual from the Stage Type drop-down list.  
4. Select any or all of the Required Request  Fields . These fields tell WSD what information users must provide when submitting requests to this stage for approval.  
   • Filename - should be required in at least one of the approval stages before the request is published.
5. Click ADD. WSD adds the new approval stage to its list and displays a "Approval Stage Added" confirmation screen.

You must add Group Stages before you add your new Groups. These will be the only stages available for selection on the Add New Group screen

1. Type the descriptive name of the stage into the Stage Name field.  
2. The Position drop-down list displays the existing stages on your site, and allows you to select the position of the stage your are adding (First, Last or After <stagename>).    
3. Select Group from the Stage Type drop-down list.  
4. Select any or all of the Required Request  Fields . These fields tell WSD what information users must provide when submitting requests to this stage for approval. 
   • Filename - should be required in at least one of the approval stages before the request is published. Click ADD. WSD adds the new approval stage to its list, and displays an "Approval Stage Added" confirmation screen.
5. Click OK to return to the Maintain Stages screen.

Add Groups

After you have added all of your Group stages, you can add your groups. Only existing Group Stages will be available for selection in the Responsible Stages list on this screen. 

To add a new Group, go to the Add Groups screen and enter the following information

1. Type the descriptive text identifying the new group into the Group Name field. 
2. If the group you are adding will be responsible for approving content within one or more of the Responsible Stages, select those stages for which members of the new group will be allowed to approve content. If you have not yet defined Group Stages for approval purposes, you may add them at a later time using Add New Stage, and then use Edit Group to assign them to the group
3. Click ADD.  
   • WSD adds the group to its list, and displays a "Group Added" confirmation screen, .
4. Go to the User Administration screen to add the appropriate users to the new group.