You can start a document workflow directly from the Content Plan Hierarchy Viewer to send matched documents for review and approval. When you start the workflow, Vault includes up to 100 documents matched to active Content Plan Item records in your current, filtered grid view. See Using the Content Plan Hierarchy Viewer for general information about working in the Content Plan Hierarchy Viewer.
You can also start an object workflow directly from the Content Plan Hierarchy Viewer on up to 100 Content Plan or Content Plan Item records. You can initiate the object workflow after filtering on a single object, or Vault prompts you to select the object you want to initiate a workflow on. The available workflows depend on the workflows configured for the object records’ lifecycle states and the user permissions.
Note: This feature is only available on RIM Vaults.
Selecting Documents
There are several ways to narrow your view to send the appropriate matched documents on a workflow:
- Applying filters: The matched documents Vault includes in the workflow depend on your content plan filters. When you filter on the Content Plan Item object, Vault includes the matched documents under all listed content plan items. You can also filter on only matched documents. You cannot start a document workflow when you filter on the Content Plan object or apply a filter in the Content Plan object field group.
- Viewing as root: You can select the View as Root action to send only the matched documents within that content plan section on a workflow.
How to Start a Document Workflow
After applying filters, select Start Document Workflow from the main grid Actions menu. You’ll only see this option if an active document workflow is configured in your Vault and there is at least one content plan item loaded in the viewer.
In the workflow start dialog, Vault only includes workflows that are valid for all matched documents in your current view. After you start the workflow, matched documents appear in the document viewer according to the content plan hierarchy. See Using Document Workflows for detailed instructions and workflow limitations.
How to Start an Object Workflow
To start an object workflow, select Start Object Workflow from the main grid Actions menu. You’ll only see this option if an active multi-record workflow is configured in your Vault for at least one Content Plan or Content Plan Item record loaded in the viewer.
You can initiate the object workflow after filtering on a single record type (from Content Plan or Content Plan Item objects), or Vault prompts you to select the object you want to initiate the workflow on. The available workflows depend on the workflows configured for the object records’ lifecycle states and the user permissions.
You can include up to 100 records in the object workflow. See Using Object Workflows for detailed instructions and workflow limitations.
About Matched Documents & Version Locking
If there is more than one document matched to a content plan item, Vault includes all matched documents when you start the workflow. If the same document is matched to multiple content plan items, Vault only includes the document in the workflow envelope once.
The document version Vault sends on the workflow depends on the matched document version locking. If a document version is locked to a content plan item, Vault includes that version in the workflow. If a specific document version is not locked to a content plan item, Vault includes the latest document version in the workflow.
About Excluded Documents
Vault excludes matched documents from the workflow envelope in these cases:
- If you have manually excluded any auto-matched documents
- If the document is matched to an Inactive content plan item
- If the documents are matched to content plan items that are not loaded in the viewer because your current content plan view contains more than 2,000 records; in this case, apply more filters to narrow your view
Vault includes documents matched to Inactive content plan items if you apply a filter in the Matched Document column group while the Show Inactive option is enabled.