This article explains how to start a workflow, manage an in-progress workflow, and complete tasks as a workflow participant.
How to Start Workflows
To start a workflow:
From the object record actions (gear) menu, select the workflow start action.
Vault presents the workflow start dialog with all of the information and fields required to start the workflow.
Provide the required information and click Start. See details below for assigning users.
How to Assign Users to Workflows
When assigning users to workflow participant roles, keep in mind that Vault does not check whether the object uses Custom Sharing Rules, or whether the users you select have the necessary access to the object record. It is possible to assign tasks to users who cannot complete them.
To assign users:
Choose a user or group by entering the name or clicking the down arrow to select from a list. Only the first 100 users/groups appear in the list. To see more options, start typing the user/group name. Groups appear in the list with a special icon.
Optional: If you’ve selected a group, hover over the group name to see a list of users (up to 30) in that group.
Optional: To expand the group to its individual members, click the plus (+) icon. When you do this, Vault treats the group members as individual users and allows you to remove some members.
Assigning & License Type Restrictions
You cannot select users with the license type Read-Only User for roles on a workflow. Vault hides these users in workflow participant fields. If you assign tasks to a group, Vault skips assignment for these users, but assigns the task normally to other users in the group.
How to Complete Assigned Tasks
Any tasks assigned to you appear in Home/Tasks > My Tasks and in the details page for the specific object record. Click the Complete button. In the task dialog, fill in any required fields or other information and click Complete.
How to Provide eSignatures
On some workflows, completing a task or selecting a specific verdict requires you to electronically sign. You do this by entering your login credentials (username and password) for the vault. Sometimes, you’ll also need to select a “capacity” for your eSignature, which indicates why or in what context you’re signing.
Note that Vault prevents you from using saved passwords for compliance reasons. Even if you’ve saved your password in your browser or a password manager, you’ll have to type the password to provide an eSignature.
Task Dates
If a task has a due date, Vault displays the date alongside the task. The My Tasks, Available Tasks and Active Workflows views also display a status icon that indicates if a due date is within the next week or has already passed.
How to Cancel Workflows
Sometimes it is necessary to cancel an active workflow and remove all outstanding tasks from participants’ task lists. To do this, you must be the Workflow Initiator or have a security profile that grants the Workflow Administration: Cancel permission. Generally, users with administrator profiles will have this ability.
How to Cancel Workflows
To cancel an in-progress workflow:
From Vault Home, open the Active Workflows view.
Click on the actions (gear) menu and select Cancel Workflow.
In the dialog, click Continue.
Workflow Cancel State
When you cancel a workflow, the object record stays in it’s current state.