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SmartLibrary User Manual

1. Completed Enable Customized Completed Email Yes O No Sent to the file s author when the file has completed the approval Email Format Rich Text v process 7 1 Email Subject Completed Workflow DocumentProperty Name Email Body Created By a AS u a E ea Modified By 3 he following has completed the workflow ah commentsig Created DocumentProperty Name DocumentProperty ApprovalUrl Name m Add to Email Body Reminder Enable reminder email O Yes No Sent to approvers when a file has not been approved within a specified timeframe Escalation Enable escalation email yes No Sent to the file s author when a file has not been approved within a specified timeframe By default when a file is ready for approval an email is automatically sent to all approvers in the first step to let them know that the file needs to be reviewed The Approval notification setting allows Workflow Designers to customize the email sent to approvers when a file is submitted To enable a customized Approval email select the Yes radio button The Email Format drop down list box Email Subject text field Email Body composition area and Document properties picker list in the Approval section can now be edited The Workflow Designer can choose the required email format from the list Rich Text is the default The Subject and Body can be populated with properties of the document going throug
2. vag Type File Name Date Deleted File Size mes 1665 2004 5 14 PM 53 KE 16 2004 5 14 PM 964 KB The restoration process can be stopped by clicking the Cancel button Please note this will not stop the restoration of documents that have already advanced through the process as previously indicated by the status bar The documents selected will be restored to their previous location however they will need to be re submitted and approved through a workflow to appear in the All Documents view The selected files will no longer appear in the list on the Undelete page Permanently Deleting Deleted Files In the list of Deleted Files check the box to the left of the file you wish to delete Sales Team Documents CRM WA Accounts xls To select all documents click the check box in the heading row ea Type File Name Date Deleted File Size Sales Team Documents CRM WA Accounts xls 12 16 2004 5 14 PM 53 KB Sales Team Documents MarketingConceptsv1 ppt 12 16 2004 5 14 PM 984 KB Click the Permanently Delete Selected Files link in the menu bar Click OK when prompted for confirmation Level 8 451 Little Bourke Street This action is not reversible Clearing Deleted Files means the documents will Melbourne 3000 be permanently deleted Victoria Australia The selected Files will no longer appear in the list on the Undelete page T 61 3 9606 9222 F 61 3 9606 9299 W www nintex com
3. Click the Export Audit Log in the left hand menu click save and select the location you wish to save the file to W Audit Log Sales Team Documents Work Order rework doc Advanced Actions a ekr a Date User Action Location Comments f 12 15 2004 1 51 Local Insert Sales Team Documents Work Order The file has been inserted a Fab EER PM Administrator rework doc u g 12 15 2004 1 53 Local Deleted Sales Team Documents Work Order The file has been deleted from the Manage Users PM l adow Folder File Download a Administrators 12 15 2004 1 E moved to Deleted Files PM i 12 15 2004 1 Do you want to open or save this file PM lt sae EN Name AuditLog csv PM j Type Microsoft Office Excel Comma Separated Values Fil 12 15 2004 1 From smartlibraryv 12 PM T e restored from Deleted Files file has been inserted file has been updated Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia While files from the Intemet can be useful some files can potentially harm your computer If you do not trust the source do not open or save this file What s the risk The Audit Log will be displayed by default in Microsoft Excel 61 3 9606 9222 61 3 9606 9299 W www nintex com ABN 13 081 252 922 58 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Contact Us Technical Support Please contact us by emailing support nintex com or teleph
4. Export Gi Go Back Click OK when prompted for confirmation 32 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex Microsoft Internet Explorer LY Are you sure you wish to delete this workflow Please note there are implications when deleting a workflow Documents in the workflows folder will now inherit the workflow of the folder above and will move on to the corresponding step for approval You can View documents in workflow that may be affected through Manage Workflows Exporting a Workflow Navigate to the workflow viewer of the workflow you wish to export Click the Export link in the menu bar uppa g i apai Your browser may prompt you to Open or Save Click Save File Download Do you want to open or save this file Be Name Workflow xml a Type XML Document 972 bytes From smartlibraryw 12 While files from the Intemet can be useful some files can potentially ham your computer f you do not trust the source do not open or save this file What s the risk The save dialogue will appear Save the file to any location on your local computer Importing a Workflow You can import a previously exported workflow for any document library Navigate to the workflow viewer of the wor
5. Property The On Reject Go to Step Property Editing Approver Details Moving an Approver to a Different Step Deleting an Approver Changing Selecting an Approver Saving a Workflow Deleting a Workflow Exporting a Workflow Importing a Workflow Modifying Advanced Settings Viewing Documents in Workflow SmartLibrary Advanced Workflow Settings Navigating to the Advanced Workflow Settings Page Allowing Approvers to Modify Documents in a Workflow Automatically Submitting Documents for Approval Setting a Secondary Location Saving Advanced Workflow Settings PAGE NUMBER O OONN OOD O11 O1 A Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL TABLE OF CONTENTS CONTINUED PAGE NUMBER SmartLibrary Workflow Notification Settings 38 Navigating to Workflow Notification Settings 38 Approval 39 Approval No Longer Required 39 Completed 40 Reminder 40 Escalation 41 Saving Notification Settings 41 SmartLibrary Submit for Approval 42 Uploading a Document to a Document Library 42 Creating a New Document in a Document Library 43 Submitting a Document for Approval 43 My Submissions 44 SmartLibrary Managing Workflows 46 Navigating to the Manage Workflows section 46 Using Manage Workflows 46 Consequences of using Manage Workflows 46 SmartLibrary Pending My Approval W
6. SmartLibrary User Manual SMARTLIBRARY USER MANUAL TABLE OF CONTENTS SmartLibrary Overview SmartLibrary Administration Console Setting Up SmartLibrary Defining Automatic Deletion Settings Defining Notification Service Settings Enabling Sharepoint Events for Document Libraries SmartLibrary Configuration Enabling a SmartLibrary Team Site Disabling a SmartLibrary Team Site SmartLibrary Upgrading An Existing Document Library Navigating to the SmartLibrary Settings Section Enabling SmartLibrary functions Consequences of Enabling SmartLibrary SmartLibrary Security Adding a User to a Site Inherited Permissions Assigning site wide global Permissions Adding a User to a SmartLibrary enabled Document Library Assigning Document Library Permissions SmartLibrary Workflow Viewer Document Status Viewing the Document Library Workflow Viewing the Folder Workflow Viewing the Document Workflow Viewing the Document Workflow Status Workflow Key Understanding a Workflow Creating a Workflow Edit a Workflow Viewing User Comments Force Approve or Reject a Document in the Workflow Workflow Statistics SmartLibrary Workflow Designer Creating a New Workflow Editing an Existing Workflow Building a Workflow Changing the Workflow Title Adding a Step to the Workflow Adding an Approver to a Step in the Workflow Editing Step Details Change Step Title Moving a Step in the Workflow Deleting a Step from the Workflow The Choose Approve By
7. This is what the screen will look like w Submit for Approval _ Shared Documents Important Documents Product positioning framework doc My Workflow B y Step 1 Approve By User to chose approver On Reject Go To Reject the file amp amp Cam Colin Step 2 Approve By Only One Approve On Reject Go To Reject the file amp Local Administrator In a workflow where User Choose is enabled on the second or later step the Approver of the previous step will choose in the Approve Reject view between the listed approvers on the step as to who will approve the document next Note 30 of 59 nintex Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL This scenario can not exist if the previous step has an Approve By type of All Approve The On Reject go to Step Property This property specifies which step the document should take if it is rejected in the current step To edit To enable the context menu hover over the On Reject Go to link in the steps title bar and click on the arrow that is displayed on the right hand side Available options will be displayed as follows 7 Final Approval 4 Move Up Move Down X Delete Approve By One Reject the document 8 g Step 1 Eee New Approver
8. F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 31 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL s Step 1 Move Up Move Down X Delete Approve By One On Reject Go To Reject the document The approver is removed from the step Changing Selecting an Approver e Hover over the name of the approver you wish to change The context menu will be enabled by clicking on the arrow that is displayed on the right hand side of approver name Click the Change To item and enable the context menu of Approver name choices Step 1 Move Up Move Down X Delete Approve By One On Reject Go To Reject the document Administrator Delete Chang etot AuditLogManagers DeletedItemsManagers SLV12 WFApprovers Web Designer WFApprovers Saving a Workflow To save an edited workflow click the Save link in the Workflow menu bar i ir O cy m alete Import Export GB Go Back The workflow will not save unless it is valid For a workflow to be valid There must be at least one step There must be at least one approver in every step Every approver must have a name selected Every step must have the Approve By property set Deleting a Workflow To delete a workflow and force inheritance from the parent Library or Folder click the Delete link in the menu bar la Save M Delete Import
9. SmartLibrary Settings section Enabling SmartLibrary functions Consequences of Enabling SmartLibrary Navigating to the SmartLibrary Settings section Navigate to the team site that is to have SmartLibrary enabled Open the existing pre populated document library Click Modify settings and columns in the left menu bar The Customize page will be displayed Scroll down to SmartLibrary Settings at the bottom of the page SmartLibrary Settings Wi Smartuibrary extends SharePoint libraries to include features such as advanced workflow auditing secondary L publishing and file undelete Installed Product Version 2 1 0 SMartLibrary Enabled No o Change Smartubrary settings Enabling SmartLibrary Functions Click on Change SmartLibrary settings and the SmartLibrary Settings page will be displayed e In the SmartLibrary Active section enable SmartLibrary by selecting the Yes radio button This enables the Audit Log and Undelete functionality of SmartLibrary amp SmartLibrary Settings Sale Team Documents Use this page to change the SmartLibrary settings for this library Installed Product Version 2 41 0 Use this informateon if you have any guernes about SmartLebrary Enable SmartLibrary Enable Smarttibrary Upgrade this lib ves No gr da this library fo use SmartLibrary festures such as meding undelete and advanced workflow More information on SmartLibra
10. ABN 13 081 252 922 54 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Deleted Files Sales Team Documents Cs La E gt MESLOre LS Type File Name Date Deleted File Size There are no items to display Advanced Actions on the Deleted Files page The Advanced Actions menu that appears on the Deleted Files page contains the following Show All If you have entered the Deleted Files page from Folder Level the only Deleted Files displayed will be those deleted from that folder To see All Deleted Files for the entire site click on Show All navigation link Audit Log The Audit Log for the Deleted Files page records the actions applied to files that have been Added Deleted or Restored from the Deleted Files page Manage Users on the Deleted Files page Add Deleted Files Administrators This page is used to modify the membership of the site group with permission to both restore and permanently delete files Add Deleted Files Managers This page is used to modify the membership of the site group with permission to restore Deleted Files 55 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Audit Log The SmartLibrary Audit Log provides an audit trail of actions perf
11. Documents While your document is in the workflow process you can view the document status to track its progress You will be notified when the workflow has been completed My Submissions The My Submissions area shows the status of all documents that a user has submitted to the selected document library There are 3 states that a document can have while in the My Submissions area These are Level 8 Pending the document has either not been submitted for workflow approval 451 Little Bourke Street or is currently in the workflow being reviewed Melbourne 3000 Victoria Australia Rejected the document has been through the workflow and has been rejected An email will have notified the submitter of the document of this T 46139606 9222 outcome F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 44 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Approved document has been through the workflow and has been approved An email would have notified the submitter of the document of this outcome Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 45 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Managing Workflows The Manage Workflows option allows a user with sufficient permissions to view and delete one some or all of the different workfl
12. Manage Deleted Check Out iles Version History View Workflow Alert Me J Discuss Create Document Workspace The workflow Viewer will display current Workflow for the selected document Please note that these can be a different Document Library or Folder workflow see Viewing the Document Library Workflow There can also be different workflow on child folders applied see Viewing the Folder Workflow Viewing the Document Workflow Status The Workflow Document Status viewer shows the current status of a document in an approval process Workflow This can be done in the SmartLibrary Document Library view Approve Reject view or My Submissions view To enable the context menu hover over the name of the document and click on the arrow that is displayed on the right hand side of document name From the content menu click on View Workflow Status link F Submit for Approval View Properties s Edit Properties Edit in Microsoft Office PowerPoint Delete Approve rejyect Check Out J Version History Alert Me Discuss Create Document Workspace The Workflow Viewer page will be displayed Workflow Status can be traced through the Workflow Key Level 8 451 Little Bourke Street Workflow Key Melbourne 3000 Victoria Australia Green People Group T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 Represents an approver group of approvers that have approved the doc
13. Sales Team Documents CRM New Address Notification of approval has Level 8 4 59 PM Administrator sales contacts xls been sent for Step 1 step in t Default Workflow workflow 451 Little Bourke Street 12 15 2004 Local Update Sales Team Documents Work Order The file has been updated 1 58 PM Administrator rework doc Melbourne 3000 Victoria Australia T 61 3 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 56 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex Displaying the Audit Log for an individual Document Form or Image a Navigate to a SmartLibrary enabled document library where the document form or image is located m To enable the context menu hover over the name of the document form image for which you wish to display the audit log for and click on the arrow that is displayed on the right hand side of document name 7 From the content menu click on View Audit Information Work Order rework mew View Workflow Status Defined Workflow Submit for Approval View Properties Edit Properties Edit in Microsoft Office Word Delete Approve reyect Check Out Version History Alert Me Discuss Create Document Workspace The following screen will be displayed Bi Audit Log _ Gj Sales Team Documents Work Order rework doc Advanced Actions i a oa ei Date User Action Location Comments j 12 15 2004 1 58 Local Update Sales Team Documents Work Order The fi
14. SmartLibrary Workflow Viewer Document Status Graphical Representation of the Workflow or current approval process of a document The Workflow Viewer allows for a quick visual representation of the workflow applied to the current document library also the Workflow Viewer will display the current status of a document in an approval process Workflow SmartLibrary Workflow Viewer Document Status Help Topics Viewing the Document Library Workflow Viewing the Folder Workflow Viewing the Document Workflow Viewing the Document Workflow Status Workflow Key Understanding a Workflow Creating a Workflow Edit a Workflow Viewing User Comments Force Approve or Reject a Document in the Workflow Workflow Statistics Viewing the Document Library Workflow This can be done two ways The first is Navigate to the required document library e On the left navigation bar in Advanced Actions click on View Workflow The screen will look similar to this 8 Workflow Viewer E Sales Team Documents New Workflow Step 1 Approve By Only One Approve On Reject Go To Reject the file 3 Administrator Workflow Settings _ Auto Submission of Uploaded Files enabled No Edit Files Mid Approval enabled No On Approve Location On Approve Type None On Reject Location On Reject Type None Level 8 451 Little Bourke Street Melbourne 3000 The second is Victoria Australia Navigate to the required do
15. Status section you can Approve or Reject using the appropriate radio button and enter comments into the area provided Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 51 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Approve Reject La Sales Team Documents CRM New Address sales contacts xls Use this page to approve reject submissions Approval Status Approve Approve Reject the item O Reject Comments This document is just what we required Flease enter your comment here File Properties File CRM New Address sales contacts xls The following properties are for the file Created By Local Administrator Modified By Local Administrator Modified 12 15 2004 1 58 PM Created 12 14 2004 12 10 PM Click OK You will be directed to the Workflow Status page If the next step of the approval process is set to be of type User Can Choose Approver you will also be required to select this next approver Select the approver from the Choose Approver section of the approve reject page You will also be required to select the approver if the step you are rejecting to see On Reject Go To is set to be of type User Can Choose Approver Forcing the approval or rejection of a Document in a workflow Circumstances may arise in which the user currently required to approve or reject
16. be approved by all the approvers in a step only one approver or by a chosen user before it moves on to the next step in the workflow Publish to Other Systems Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 20 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Submit for Approval Shared Documents SmartLibraryFlyer pdf This file is currently part way through a workflow z Ta g q al iL LEAS AD Ee be Approve By Only One Approve On Reject Go To Reject the file a a David SLV12 WFApprovers PPer Pl the file View of a document in the workflow Submit for Approval Shared Documents SmartLibraryFlyer pdf This file is currently part way through a workflow ee ee ee Approve By Only One Approve On Reject Go To Reject the file Eo Om i of David SLV12 WFApprovers L dge Eiai le Approve By Only One Approve On Reject Go To Reject the fi Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia View of the workflow 61 3 9606 9222 61 3 9606 9299 www nintex com ABN 13 081 252 922 21 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Creating a Workflow Navigate to the workflow viewer page To create a Workflow use the navigation bar at the top of the page content area On the Workfl
17. hand menu You may choose between the Single Approver and the Group Approver con Single Approver Drag and Drop the Approver icon onto a step in the workflow 27 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL B Workflow Designer Shared Documents Important Documents Single Approver EE WO a m i Approver Workflow Step Colin The new approver will be added as the first approver in the step 5 Workflow Designer Shared Documents Important Documents single id Save 12X Delete Ql import LM Export Sak amp Approver Group PR SB Seah Workflow Y Step Move Up Move Down X Delete Approve By One On Reject Go To Reject the document 7 amp E New Approver 7 Colin Editing Step Details The steps title bar provides a means by which to edit a steps details and perform actions Change Title Moving a Step Delete a Step The Approve By Property The On Reject Go To Step Changing Step Title Click the steps title displayed in the title bar Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 28 of 59 OBS Pty Ltd trading as Nintex SMA
18. has been completed To enable the customization of Completed emails select the Yes radio button The Email Format drop down list box Email Subject text field Email Body composition area and Document properties picker list in the Completed section can now be edited The Workflow Designer can choose the required format from the list Rich Text is the default The Subject and Body can be populated with properties of the document going through the workflow by double clicking on the item in the Document properties picker list for example selecting Created By will insert the author s name in the email notification The Subject and Body can also contain free text These settings will apply to all Approval No Longer Required emails for the workflow Completed Enable Customized Completed Email Yes No Sent to the file s author Email Format Rich Text fl when the file has l C completed the approval Email Subject Completed Workflow DocumentProperty Name PERS Email Body Created By All Modified By F z z Approver Comments The following has completed the workflow Modified DocumentProperty Name Sirv y DocumentProperty ApprovalUrl J Add to Email Body Reminder The Reminder notification setting enables reminder emails to be sent to unresponsive approvers at nominated intervals in days minimum is one day To enable Reminder notifications select the Yes radi
19. once they are edited Automatically submitting documents for approval This option will automatically submit all documents for approval as soon as they are uploaded to the document library By default when a user uploads a document to a workflow enabled library the user must then manually submit the document for approval To automatically submit documents for approval in the workflow you are editing select Yes to the option under Advanced Settings Auto Submission of Uploaded Files Yes Ona Automatically submit files uploaded to the workflow for approval Setting A Secondary Location Secondary locations can be set under the Advanced Settings heading for either On Approve or On Reject Setting a value for this option will send a copy of the document to the chosen location Choose the location type by selecting the secondary location type from the drop down box None Email File Share SharePoint Web Service Email Upon selection a text field will appear where a valid email address can be entered Note Enabling a secondary location of type Email will not send a copy of the document to the specified email address This option will merely notify the selected email address that a document has completed to workflow and is either approved or rejected File Share Upon selection a text field will appear where a valid FileShare UNC address can be entered SharePoint Level
20. will notice a button titled Deletion Settings Click this button to view the Deletion Settings form Fa Pired iem jm zz i i elie Wine ah thes ik dakki a pascal nll Bi hi a a Fe ver fr Wipes ai rae ine became bo in abdi ee ee Di nT Toma fa ee ee A ee eT fave Bii a Hie a lha mhaide aies by sipar ef Dniie kyan g g epee be To enable this feature of SmartLibrary check the Enable Auto Deletion check box The automatic deletion settings will become editable These settings are described as follows e Keep deleted items for This setting defines how long a document should remain in its library s Deleted Items section For example if this value is set to 1 Day a deleted document deleted from a document library will remain in the deleted items folder for 1 day When the auto delete service runs next if the document has been in the deleted items folder on the site for longer than 1 day it will be automatically and permanently deleted e Run Every This setting defines how often the auto delete service should run It can be configured to run on a daily or weekly basis The number of days or weeks between executions of the service is defined by the number property e Time This setting defines at what time the auto delete service should run Nintex recommends setting this value to a time that your Windows Sharepoint Services server is not expected to be busy Note The time propert
21. 081 252 922 29 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Microsoft Internet Explorer LY Are you sure you wish to delete this step Cancel The step is no longer in the workflow The Choose Approve By Property This property specifies whether the document must be approved by all approvers in the step by just one approver or if the preceding approver is to choose the next approver User to choose approver To edit To enable the context menu hover over the Approve By link in the steps title bar and click on the arrow that is displayed on the right hand side Available options will be displayed as follows Step i Move Up Move Down X Delete Approve By One On Reject Go To Reject the document T Only One Approve All Approve User to choose approver To change the property click the desired option in the list The Only One option means the step has to be approved by one approver only is selected by default Enabling the Approve By All option means all approvers in the step must approve the document before it progresses to next workflow step Enabling the User Choose option will mean that in a one step workflow or a workflow where the first step has User Choose enabled the Document Submitter will choose when they submit document to workflow between the listed approvers on the step as to who will approve the document
22. 8 This allows the document to be published to another Windows 451 Little Bourke Street SharePoint Services Document Library Melbourne 3000 I ae l oo Victoria Australia Upon selection a site picker tool will appear The site picker allows browsing to the location required from the Windows SharePoint Services sites and document libraries that are displayed T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 36 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Click the blue arrows to expand or collapse sites Document Libraries and sub folders Selected the desired folder by clicking on the text link The Secondary Location text box will be populated with the selected path Alternatively if you know the path to the document library you can type it directly into the Secondary Location text box Web Service Upon selection a choice between publishing to a Custom Web Service or a SharePoint Web Service is offered The Service location must then be entered into the text box in the following format http servername servicename service asmx If you are publishing to a Custom Web Service select the Test button to call the Web Service and make sure that the Web Service can interact with SmartLibrary Nintex recommends selecting the Supply Credentials check box and entering a Username Password and Domain combination in the text boxes that a
23. C No undelete and advanced workflow More information on Smartlibrary Require cantent approval fer subrnibbed Advanced Actions l Reapply Advanced Actions Newly created library wiews may not have the SmartLibrary Advanced Acgions navigation menu Reapply Advanced Actions to apply the Advanced Acthons navigation menu to these warws Switching content approval on and off will cause the Advanced Actions links to go messing for the Approve Reject items view amd the My Submissions view Click Ok You will return to the customize page Scroll down to SmartLibrary Settings and confirm that SmartLibrary has been activated by the addition of extra menu options If you only chose Enable SmartLibrary you will see the option Manage workflows this lists all the workflows that have been created for this document library and identifies them by their unique URL If you applied workflow functionality through checking Require content approval for submitted items you will also see the option Define Workflow Clicking this option will display the default workflow for the document library and allow editing of the workflow Click on Go Back to document library name to return to the document library Disabling a SmartLibrary Team Site Navigate to the team site that is to have SmartLibrary disabled Click Modify settings and columns in the left menu bar a HR Department
24. Delete Selected Items in the menu bar above the list Consequences of using Manage Workflows If a Workflow is deleted from a document which has its own specific workflow the document will inherit the Workflow from the folder in which it resides If a Workflow is deleted from a sub folder the sub folder will inherit the Workflow from the folder in which it resides which could be the high level Document Library If a Workflow is deleted from the root Document Library the Document Library will remain SmartLibrary enabled but will begin using the default workflow The 46 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL default workflow is the very simple single step and single approver Workflow that is first seen when a Document Library is created Any documents already in a Workflow that are deleted will remain in that Workflow and follow the normal Workflow process until it is finally approved Any documents uploaded to a location whose customized workflow was deleted will be submitted to the new inherited workflow 47 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLib
25. Installation is required only on each server and that s it Standard Operating Environments are not affected 4 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Administration Console Thank you for purchasing Nintex SmartLibrary To get started please read the following carefully SmartLibrary is installed with an Administration Console that facilitates all administrative tasks for the server This document will guide you through the steps required to get your Nintex SmartLibrary setup SmartLibrary Administration Console Help setting up SmartLibrary Defining Automatic Deletion Settings Defining Notification Service Settings Enabling Sharepoint Events for Document Libraries Setting up SmartLibrary When SmartLibrary is successfully installed there are a few initial administration tasks that need to be completed before the product will work on your Windows Sharepoint Services server These tasks include e Supplying administrator credentials for the system to use when performing background tasks e Supplying your license key To enable SmartLibrary to provide features such as Auditing and Undelete of documents it requires an account with credentials to perform these tasks Click on the Credentials button to display the Credentials for
26. L nintex To sort by other columns Click on the column heading you wish to sort by Bi Audit Log Sales Team Documents Work Order rework doc nivancnd ations ier J Go 60 oi Date User Action Location Comments 12 15 2004 1 58 Local Update Sales Team Documents Work Order The file has been updated a Export Entire PM Administrator rework doc Audit Log 12 15 2004 1 58 Local Inset Sales Team Documents Work Order The file has been inserted Manage Users PM Administrator rework doc a Administrators 12 15 2004 1 58 Local Restored Sales Team Documents Work Order File restored from Deleted Files PM Administrator rework doc 12 15 2004 1 53 Local Added Sales Team Documents Work Order File moved to Deleted Files PM Administrator rework doc 12 15 2004 1 53 Local Deleted Sales Team Documents Work Order The file has been deleted from the PM Administrator rework doc Shadow Folder 12 15 2004 1 51 Local Inset Sales Team Documents Work Order The file has been inserted PM Administrator rework doc e A downward pointing arrow is displayed next to the selected column heading Date User 12 15 2004 1 51 Local PM Administrator 12 15 2004 1 53 Local PM Administrator 12 15 2004 1 53 I aral This indicates that the Audit Log is now ordered by the values of the selected column in ascending order e Click on the column heading again to sort in the opposite direction Exporting the Audit Log to a Comma Separated Value CSV File
27. RTLIBRARY USER MANUAL w Workflow Designer Sales Team Documents Single Approver Group Approver ls New Workflow Step Workflow Move Up Move Down X Delete Approve By One On Reject Go To Reject the document Actions a Advanced S Settings Administrator 7 o Notification Settings a Files in Workflow The following prompt will appear Explorer User Prompt Scrint Pi Please enter the new title Enter a valid title The title must not be blank or the same as another step title already in the workflow Click OK The new title should be displayed in the title bar of the step Moving a Step in the Workflow On the Left hand side of the steps title bar you will find the Move Up and Move Down options Step 1 Move Up Move Down X Delete Approve By One On Reject Go To Reject the document Administrator To move step down in the workflow click on Move Down To move step up in the workflow click on Move Up Deleting a Step from the Workflow From the displayed steps title bar click the Delete link Level 8 Step 1 451 Little Bourke Street Move Up Move Down X Delete Approve By One On Reject Go To Reject the document Melbourne 3000 gt Victoria Australia Administrator T 61 3 9606 9222 F 61 3 9606 9299 Click OK when prompted for confirmation W www nintex com ABN 13
28. Reapply Advanced Actions to apply the Advanced Actions navigation menu to these views Switching content approval on and off will cause the Advanced Actions links to go missing for the Approve Reject tems view and ihe My Note If content approval has been enabled previously this option will now appear dull and can not be disabled through check box Workflow options will disappear along with the Advanced Actions menu in the document library through the Enable SmartLibrary No radio button being selected Click Ok The customize page is now displayed scroll down to SmartLibrary settings and you will see that SmartLibrary is now NOT enabled SmartLibrary Settings Smartlibrary extends SharePoint libraries to include features such as advanced workflow auditing secondary publishing and file undelete Installed Product Version 2 1 0 SmartLibrary Enabled No o Change SmartuUbrary settings Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 10 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Upgrading an Existing Document Library SmartLibrary enabling an existing Document Library that already contains documents can cause delays due to the way that the Undelete feature works Please read below for details Upgrading and Existing Document Library Help Navigating to the
29. a document in a workflow cannot do so When this occurs a document cannot progress to the next step The only way to bypass this approver is to force approve or reject the document This can be done by a Site Administrator only Log in with a Site Administrator account Browse to the Document Status page of the document To Force Approve Reject the document click the Force Approve Reject button in the menu bar Force Approve Reject Shared Documents Important Documents Product positioning framework doc This page will force an approve reject as you are not the current approver Approval Status Approve Approve Reject the item O Reject 52 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Deleted Files Page The Deleted Files page displays a list of documents that have been deleted It provides a means of restoring or permanently deleting Deleted Files Deleted Files Help Displaying the Deleted Files Page Restoring Deleted Files Permanently Deleting Deleted Files Advanced Actions on the Deleted Files Page Manage Users on the Deleted Files Page Displaying the Deleted Files Page Navigate to the SmartLibrary enabled document library or folder for which you wish to view the Deleted Files Click the Manage Deleted Fil
30. aily or weekly schedule The number of days or weeks between executions of the service is defined by the number property e Time This setting defines at what time the service should run Nintex recommends setting this value to a time that your Windows Sharepoint Services server and mail server are not busy Note The time property is 24hr time format e Advanced Schedule If you wish to set advanced settings on the Notification service click the Advanced Schedule button and the scheduled task properties window will open Enabling SharePoint Events for Document Libraries By default SharePoint does not enable events for document libraries Follow the steps below to enable events for document libraries Events are enabled ona per virtual server basis Therefore when you enable events you enable them for all sites created on the specified virtual server On the server with Smart Library installed click Start point to Administrative Tools and then click SharePoint Central Administration In the Virtual Server Configuration section click Configure virtual server settings On the Virtual server list click the virtual server that you want to enable On the Virtual Server Settings page in the Virtual Server Management Level 8 section click Virtual server general settings 451 Little Bourke Street Melbourne 3000 On the Virtual Server General Settings page in the Event Handlers V
31. ate workflows Click OK the new permissions are now set for the site Adding a User to a SmartLibrary enabled Document Library Browse to the required site and click on the SmartLibrary enabled Document Library to which you wish to add a user Click the Modify settings and columns link under the Actions heading in the left hand menu Click the Change permissions for this document library link under the General Settings heading General Settings General settings of this document library A Change permissions for this document library e Click the Add Users link in the menu bar Enter the new user s details in the Users textbox under the heading Step 1 Choose Users Enter the user s name in the format DOMAIN UserName or username domain com To add multiple users separate the entries with a semicolon Select the user s permissions under the heading Step 2 Choose Permissions Click Next enter the details on the form and click Finish The new user will now be in the user list Level 8 451 Little Bourke Street Melbourne 3000 Assigning Document Library Permissions Victoria Australia User permissions can be assigned to uniquely apply to a specific SmartLibrary enabled T 61 3 9606 9222 document library E 46139606 9299 W www nintex com ABN 13 081 252 922 15 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Browse to the site and c
32. be saved to continue Actions a Advanced Settings E Notification Settings a Files in Workflow The Workflow Notification Settings page will be displayed Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 38 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL F SmartLibrary Workflow Notification Settings Use this page to customize the Notification Settings for this workflow Approval Enable Customized Approver Email Yes No Sent to approvers when a file is submitted Email Format Rich Text v Email Subject Required Approval DocumentProperty Name Email Body Created By A Modified By E Approver Commerits E TESTTE The following is currently pending your approval DocumentProperty Name DocumentProperty ApprovalUrl Name m Add to Email Body Approval No Longer Required Enable Customized Not Required Email Yes O No Sent when an approver is no longer required to approve a file as it has Email Format Rich Text Iv been approved or rejected by another approver s j man subject Approval No Longer Required DocumentProperty Name Email Body _ Created By ajah Modified By a Approver Comments 3 Modified DocumentProperty Name cerea a DocumentProperty ApprovalUrl Add to Email Body
33. ck the Approve Reject Items link from under the Select a View menu on the left hand side Select a View All Documents Explorer View Approve reject bese comes mms Bas nea ni i Items My submissions A list of documents should be displayed Reveal the context menu on the desired document by hovering over the name and clicking the down arrow when the drop down list appears Click Approve Reject link in the context menu 50 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL CRM New Address sales z contacts view Audit Information View Workflow Status Defined Workflow Submit for Approval View Properties Edit Properties Edit in Microsoft Office Excel Delete Check Out Version History Alert Me Discuss Create Document Workspace The Approve Reject page will be displayed 3 Approve Reject Email When a document in a workflow requires your approval you will receive an email notification Click on the document name link to go directly to the Approve Reject page for that document Approving and rejecting documents in a Workflow Navigate to the Approve Reject page of the file pending your approval To view the file follow the hyperlinked file name displayed in the File Properties In the Approval
34. cument library T 61 3 9606 9222 On the left navigation bar click on Modify settings and columns F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 17 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Click on Define Workflow The Workflow Viewer screen is displayed The workflow Viewer will display current Workflow for the selected document library Please note that these can be different workflow on child folders applied see Viewing the Folder Workflow and user s with web designer approval rights can create and apply a different workflow at document level see Viewing the Document Workflow Viewing the Folder Workflow Navigate to the required document library e To enable the context menu hover over the name of the folder and click on the arrow that is displayed on the right hand side of folder name e From the content menu click on Defined Workflow link E Sales Team Documents ha _ Type Name Modified amp Modified By Checked Out To scion in CRM WA Accounts new 12 16 2004 5 55 PM Local Administrator leg ia MarketingConceptsv1 New 12 16 2004 5 55 PM Local Administrator i 12 13 2004 9 28 PM Local Administrator y submissions View Audit Information Actions a Alert me GA Edit Properties Export to 1 Delete spreadsheet Alert Me o Modify settings and columns The workflow Viewer will display current Workflow for the s
35. d before the Document library can be returned to regular service Files are copied in blocks of 10 and a progress bar displays the status of the process Canceling the enablement during the copying process will prevent further files from being copied after Yes is clicked in the confirmation box but will not reverse the process Files already copied to the shadow folder will not be deleted Once the file copying process is complete you will return to the customize page Scroll down to SmartLibrary Settings and confirm that SmartLibrary has been activated by the addition of extra menu options If you only chose Enable SmartLibrary you will see the option Manage workflows this lists all the workflows that have been created for this document library and identifies them by their unique URL If you applied workflow functionality through checking Require content approval for submitted items you will also see the option Define Workflow Clicking this option will display the default workflow for the document library and allow the creation of a new workflows Click on Go Back to document library name to return to the document library 12 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex SmartLibrary Security SmartLibra
36. der to allow Escalation notifications If Reminders are not enabled the Escalation option will not be available To enable Escalation notifications select the Yes radio button The Email Format drop down list box Email Subject text field Email Body composition area and Document properties picker list in the Escalation section can now be edited The Workflow Designer can choose the required format from the list Rich Text is the default The Subject and Body can be populated with properties of the document going through the workflow by double clicking on the item in the Document properties picker list for example selecting Created By will insert the author s name in the email notification The Subject and Body can also contain free text These settings will apply to all Approval No Longer Required emails for the workflow Escalation Enable escalation email Yes No Sent to the file s author Send email after this many reminders when a file w ne ee hier heci ae a hich na approved Email Subject g l within a l ee Email specified Email Body Created By imeframe Modified By Add to Email Body Saving Notification Settings To save the Workflow Notification Settings click OK after completion Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 41 of 59 OBS Pty Ltd tradi
37. documentation a T Type Name Modified A Modified By Checked Out To There are no items to show in this view of the HR Department documentation document library To create a new item click New Document or Upload Document above The Customize page will be displayed Scroll down to SmartLibrary Settings at the bottom of the page Level 8 SmartLibrary Settings 451 Little Bourke Street Melbourne 3000 Installed Product Version 2 1 0 Victoria Australia SmartLibrary Enabled TES E publishing and file undelete a Change Smartlibrary settings T 61 3 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 9 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Click on Change SmartLibrary settings The SmartLibrary settings page will be displayed Select No in the Enable SmartLibrary section SmartLibrary Settings Sale Team Documents Use this page to change the SmartLibrary settings for thes library Installed Product Version 2 4 0 Lise this information you have any queries about Smartlibrary Enable SmartLibrary Enable SmartLibrary Upgrade this library t use SmartLibrary features such as auditing Oves No undelete and advanced workflaw More information on SmartLibrary he General Settings Pepe Advanced Actions Cl Reapply Advanced Actions Newly created library views may mot have the SmartLibrary Advanced Actions navigation menu
38. e right hand side of the document s name Level 8 From the context menu click the Submit for Approval link 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 43 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL View Audit Information 3 View Workflow Status Edit Properties E Edit in Microsoft Office Excel Delete Approve reject J Check Out 4 Version History Alert Me J Discuss Create Document Workspace For browsers that are not compatible with Windows SharePoint Services Context menus the Submit for Approval option will be available from the Document Information Page which is accessed by clicking on the document title On the Submit For Approval page the workflow approval sequence that the document will follow is displayed Click the Submit for Approval link in the menu bar ms Submit spaans The workflow status will now show the document is awaiting approval from the approvers in the first step of the workflow These approvers will have been notified via email In addition your document will appear in their Approve Reject Items view and the Documents Pending Approval Webpart if added to a page on the site To return to the document library click the Go Back to your Document Library title link in the menu bar Go Back to Sales Team
39. eb Part 48 Using the Pending My Approval Web Part 48 Configuring the Pending My Approval Web Part 48 SmartLibrary Approve Reject Page 50 Navigating to the Approve Reject Page 50 Approving and Rejecting Documents in a Workflow 51 Forcing the Approval or Rejection of a Document in the Workflow 52 SmartLibrary Deleted Files Page 53 Displaying the Deleted Files Page 53 Restoring Deleted Files 53 Permanently Deleting Deleted Files 54 Advanced Actions on the Deleted Files Page 55 Manage Users on the Deleted Files Page 55 SmartLibrary Audit Log 56 Displaying the Audit Log for a Document Library 56 Displaying the Audit Log for an Individual Document Form or Image 57 Navigation in the Audit Log 57 Ordering by Columns in the Audit Log 57 Exporting the Audit Log to a Comma Separated Value CSV File Page 58 SmartLibrary Contact Us 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 61 3 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 3 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Overview Nintex SmartLibrary is a cost effective solution that extends SharePoint Team Site libraries to include advanced document management features such as workflow document undelete and auditing SmartLibrary s low entry cost and rapid implementation less than 30 minutes assures a quick win and provides a solid stable and secure product that plugs into Microsoft SharePoint
40. elected folder Please note that these can be different to the Document Library workflow see Viewing the Document Library Workflow and user s with web designer approval rights can also create and apply a different workflow at document level see Viewing the Document Workflow Viewing the Document Workflow Navigate to the required document in the document library or folder level library To enable the context menu hover over the name of the document and click on the arrow that is displayed on the right hand side of document name From the content menu click on Defined Workflow link Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 18 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex A Kara 6 Sales Team Documents Select a View All Documents z a ape z Type Name Modified amp Modified By Checked Out To ss ein gies E CRM WA Accounts New 12 16 2004 5 55 PM Local Administrator Soe MarketingConceptsv1 New 12 16 2004 5 55 PM Local Administrator yw View Audit Information l View Workflow Status My submissions Actions amp Defined Workflow Alert me e Submit for Approval a Export to View Properties spreadsheet Edit Properties a Modify settings ME Edit in Microsoft Office PowerPoint and columns oe ae a View Audit Log Approve reject a
41. ent will be displayed under the Pending heading 42 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Creating a new document in a Document Library Navigate to the Document Library folder e Click the New Document link in the menu A word processing application will open allowing you to edit Click Save in the application to save the document You will return to the document library If content approval is enabled for the site the document will require approval via a workflow before it will be viewable in the All Documents folder Click the My Submissions link under the Select a View heading on the left hand menu Select a View Explorer View Approve rejyect Items My submissions A link to the document will be displayed under the Pending heading Submitting a document for approval Navigate to the Document Library or folder in which your document is saved Click the My Submissions link under the Select a View heading on the left hand menu Select a View Explorer View Approve rejyect Items My submissions A link to the document will be displayed under the Pending heading To enable the context menu hover over the name of the document and click on the arrow that is displayed on th
42. es link under Advanced Actions in the left hand menu Select a View All Documents Explorer View Approve reyect Items My submissions Actions o Alert me a Export to spreadsheet a Modify settings and columns Advanced Actions A View Audit Log A Manage Deleted Files A View Workflow The following screen will be displayed 2 Deleted Files E Sales Team Documents Advanced Actions a Show All Deleted Files Ss Type File Name Date Deleted File Size Audit Log F Sales Team Documents CRM WA Accounts xls 12 16 2004 5 14 PM 53 KB Manage Users EJ a Sales Team Documents MarketingConceptsv1 ppt 12 16 2004 5 14 PM 984 KB a Administrators a Managers 4 Previous Page 1 Next gt Restoring Deleted Files __ Level 8 451 Little Bourke Street In the list of Deleted Files check the box to the left of the file you wish to restore Melbourne 3000 Victoria Australia Sales Team Documents CRM WA Accounts xls T 61 3 9606 9222 To select all documents click the check box in the heading row F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 53 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex i Type File Name Date Deleted File Size Sales Team Documents CRM WA Accounts xls 12 16 2004 5 14 PM 53 KB Sales Team Documents MarketingConceptsv1 ppt 12 16 2004 5 14 PM 984 KB Click the Restore selected Files link in the menu bar
43. h the workflow by double clicking on the item in the Document properties picker list for example selecting Created By will insert the author s name in the email notification The Subject and Body can also contain free text These settings will apply to all Approver emails for the workflow Approval Enable Customized Approver Email Yes No Sent to approvers when Email Format a file is submitted Rich Text Vv Email Subject Required Approval DocumentProperty Name Email Body Created By 4 Modified By A All BOL The following is currently pending your approval DocumentProperty Name DocumentProperty ApprovalUr z ey 3 m is Add to Email Body Approval No Longer Required When a file no longer requires approval an email is automatically sent to the Level 8 appropriate approver to inform him or her of the situation The Approval No AE 4 1 ittle Bourke Sireat Longer Required notification setting allows Workflow Designers to customize Melbourne 3000 the email sent to reviewers when their approval is no longer required Vittoria Australi To enable the customization of Approval No Longer Required emails select the Yes radio button 61 3 9606 9222 61 3 9606 9299 W www nintex com ABN 13 081 252 922 39 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL The Email Format drop down list box Email Subject text field Email Body composition area a
44. ics Exit Time 12 13 2004 10 23 PM Enter Time 12 13 2004 10 22 PM Exit Time 12 13 2004 10 23 PM Auto Submission of Uploaded Files enabled No Edit Files Mid Approval enabled No On Approve Location On Approve Type None On Reject Location On Reject Type None Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 24 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Workflow Designer The Workflow designer tool helps you build a workflow for the approval process of documents Workflow Designer Help Creating a New Workflow Editing an Existing Workflow Building a Workflow e Changing the Workflow Title e Adding a Step to the Workflow Adding an Approver to a Step in the Workflow Editing Step Details Change Step Title Moving a Step in the Workflow Deleting a Step from the Workflow The Choose Approve By Property The On Reject go to step Property Editing Approver Details Moving an Approver to a Different Step Deleting an Approver e Changing Selecting an Approver Saving a Workflow Deleting a Workflow Exporting a Workflow Importing a Workflow Modifying Advanced Settings Viewing Documents in Workflow Creating a New Workflow See Workflow Viewer Create a Workflow for details Editing an Existing Workflow See Workflow Viewer Edit a Workf
45. ictoria Australia section in the Event handlers are box select On and then click Ok T 61 3 9606 9222 Installation and configuration of SmartLibrary is now complete F 46139606 9299 W www nintex com ABN 13 081 252 922 7 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Configuration To use SmartLibrary in a Windows SharePoint Services WSS site SmartLibrary functions need to be switched on Enabling SmartLibrary allows Audit Log Document Undelete and optionally Workflow functions Configuration Help Enabling a SmartLibrary Team Site Disabling a SmartLibrary Team Site Enabling a SmartLibrary Team Site Navigate to the team site that is to have SmartLibrary enabled Create a new document library or open an existing document library Click Modify settings and columns in the left menu bar 6 HR Department documentation a Ma Aa ee S A AA o A a View O lew New Document Upload Document ij New Folder ijFilter GAedit in Datasheet Tae Type Name Modified Modified By Checked Out To There are no items to show in this view of the HR Department documentation document library To create a new item click New Document or Upload Document above aah AEAT EAIN The Customize page will be displayed Scroll down to SmartLibrary Settings at the bottom of the page SmartLibrary Settings fat Smartlib
46. interval between the New status the Orange Light status and the Red Light status is set in the web part properties see Configuring the Pending My Approval web part Configuring the Pending My Approval Web Part The Pending My Approval web part has a number of configurable properties These are defined as follows Property Type Description Show Errors Check Box This will allow you to troubleshoot issues with the web part Enabling this property will show any errors that occur during the retrieval of the list of pending documents Status Interval Number Number of days between the New Orange and Red statuses Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia Max Items Number Maximum number of documents to display in the web part Start Site This property allows you to point the web part at a different site to get its documents pending approval from Include Sub Sites Check Box Enabling this property will cause the web part to iterate through each of the team sites 48 of 59 T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL created below the current site or start site if enabled and include all documents pending approval from these sites This can be a time intensive process and Nintex recommends not enabling the feature on a heavy traffic page like a site s home page To configure the Pending My Appro
47. istrative tasks such as changing permissions selecting regional settings viewing usage statistics and managing sites Users and Permissions in a Use these links to manage permissions for your site including users site groups and anonymous access E Manage permission inheritance 0 Manage users E Manage site groups a Manage anonymous access H Manage cross site groups E Manage access requests A list of users will be displayed To edit the permissions of multiple users select each user with the check boxes and click the Edit Site Groups of Selected Users link in the menu bar S Add Users X Remove Selected Users G Edit Site Groups of Selected Users To edit a single user s permissions click the name link of the user e aa a Level 8 Under the Site Group Membership heading select the site groups required 451 Little Bourke Street 1 A Reader has read only access to the website Melbourne 3000 Victoria Australia 2 A Contributor can add content to existing document libraries and lists including uploading documents and submitting them for approval T 61 39606 9222 3 A Web Designer can create lists and document libraries customize pages in the F 61 3 9606 9299 Web site and approve or reject documents in a workflow W www nintex com ABN 13 081 252 922 14 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL 4 An Administrator has full control of the site and can cre
48. kflow you wish to import into Click the Import link in the menu bar Import Export The following page will be displayed Import Workflow Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 613 9606 9299 W www nintex com ABN 13 081 252 922 indicates a required field 33 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Click Browse and the Choose File dialogue will appear Browse to the exported Workflow file xml you wish to import and click Open The file path and name will appear in the Name field Click the Save and Close link in the menu bar Importing a workflow will automatically save against the current library folder location regardless of the location value of the saved imported workflow Modifying Advanced Settings e See Advanced Workflow Settings section for more details Viewing Documents in a Workflow To view a list of documents currently in the workflow Navigate to the workflow viewer of the workflow that applies to that document Click on Edit Workflow in the menu bar e Click the Files in Workflow link under Actions in the left hand menu Actions A Advanced Settings A Notification Settings a Files in Workflow A new page will open with a list of all documents currently in the workflow Files in Workflow So BR ooo ooo The following files are currently in
49. le has been updated a poe Entire PM Administrator rework doc u og a 1 58 Local Inset Sales Team Documents Work Order The file has been inserted Manage Users Administrator rework doc Administrators ax 15 2004 1 58 Local Restored Sales Team Documents Work Order File restored from Deleted Files Administrator rework doc a 15 2004 1 53 Local Added Sales Team Documents Work Order File moved to Deleted Files Administrator rework doc 15 2004 1 53 Local Deleted Sales Team Documents Work Order The file has been deleted from the Administrator rework doc Shadow Folder 12 15 2004 1 51 Local Insert Sales Team Documents Work Order The file has been inserted PM Administrator rework doc Navigating the Audit Log NB Audit logs with more than 25 entries will soan multiple pages Use the Previous and Next links to navigate through the Audit Log Pages Links are found at the bottom of the audited items list on each page If the Prev amp Next links are grey then there are no more audit records in the direction Level 8 indicated and the link is not available 451 Little Bourke Street Melbourne 3000 Victoria Australia Ordering By Columns in the Audit Log You can view order or sort the audit log by any of the columns displayed By default T 61 3 9606 9222 records are displayed in reverse chronological order F 613 9606 9299 W www nintex com ABN 13 081 252 922 57 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUA
50. lick on the SmartLibrary enabled Document Library to which you wish to add a user Click the Modify settings and columns link under the Actions heading in the left hand menu Click the Change permissions for this document library link under the General Settings heading General Settings 2 General settings of this document library a Change permissions for this document library A list of users will be displayed To edit the permissions of multiple user s select each user with the check boxes and click the Edit Site Groups of Selected Users link in the menu bar To edit a single user s permissions click the name link of the user Under the Choose Permissions heading select the permissions required for the user View items users can only view items on the site View insert edit delete items users can update items View insert edit delete items change list settings users can update items and approve or reject documents unless their user group has been otherwise denied permission on this action View insert edit delete items change list settings change list security users can design a workflow Click OK the new permissions have been saved for the user Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 16 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL
51. low for details Editing a workflow can have implications for documents currently in the workflow You can view documents in workflow that may be affected through Manage Workflows Building a Workflow 25 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Changing the Workflow Title Workflow will default to title New Workflow The title or a Workflow can be changed to another name Do this by following these steps Click the hyperlinked New Workflow title of the workflow on top of the document icon cy Workflow Designer l Sales Team Documents Single Approver New Workflow Group Ko Approver Workflow Step Step 1 4 Move Up Move Down X Delete Approve By One On Reject Go To Reject the document Actions 2 Advanced S Settings Administrator o Notification Settings o Files in Workflow The following prompt will appear Explorer User Prompt script Prompt Please enter the new title Enter a valid title The title must not be blank e Click OK The new title should be displayed in the workflow title Adding a Step to the Workflow Locate the Workflow Step icon in the left hand menu 8 Single i Approver MO Group b Approver Workflow step Level 8 e Drag and Drop
52. m The following screen will display Co ie osm es oil 1 l eel nas rimi re a ji Hi nintex Tha mimp moari sad hyg ery ee ee by Firat Lanika Parm f Dgr Bri o Ma m ip eg o pppn d eee EEr ed iho be eed ik hee Hra beers peer ee Mi bte Eere Bee eed ce ee cece ee oe hi h og Tive B i aa Hia MOE Tia mimmin eeu niy mrp anal med Enter the Account Name Password and Domain of an account with Administrator privileges on your server Nintex recommends that this account not be an active user in Windows Sharepoint Services Enter the license key provided by Nintex into the License key box and click the save button When prompted to restart IIS select yes so the changes are saved The application will return you to the front page and you will notice at the bottom of the page are the details of your license code Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 5 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL a Thamini Tin git a d ihh a ae l rimer cP driek dere THI ca a ad ie rrhh Gh E ol tha Hacair lin prir wi pi Fe eee ey Hri Fie iii A TLE RARE Defining Automatic Deletion Settings This feature when configured will allow you to permanently delete old Deleted Items on an automatic schedule On the front page of the SmartLibrary Administration Console you
53. main com To add multiple users separate the users with a semicolon Level 8 451 Little Bourke Street Select the user s site group under the heading Step 2 Choose Site Groups and Melbourne 3000 click Next Victoria Australia Enter the details on the form and click Finish T 61 3 9606 9222 The new user will now be in the user list F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 13 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex Inherited Permissions If the Manage Users link is not displayed in the Site Administration section the site is using inherited permissions Those of the parent site To modify the permissions the site s inheritance can be removed To remove the inherited permissions click on Manage Permission Inheritance under Site Settings and select Use unique permissions The site s permissions inheritance has now been removed All users who had access to the site through inheritance will still have access to this site Assigning site wide global Permissions User permissions can be assigned to apply across an entire SmartLibrary enabled site Browse to the required site Click Site Settings in the top menu Er Home Documents and Lists Create Site Settings Help Click the Manage Users link under the Administration heading Site Administration Use the links on this page to perform admin
54. nced Settings Use this page to change advanced settings for this workflow Edit Files Mid Approval O Yes No Allow approvers to modify files that are currently pending approval With this feature disabled files will return to the start of the workflow once they are edited Auto Submission of Uploaded Files Oves Ono Automatically submit files uploaded to the workflow for approval On Approve Secondary Location Location Type Files approved in this workflow will also be published to the location specified On Reject Secondary Location Files rejected in this workflow will also be published to the location specified Allowing Approvers To Modify Documents in a Workflow This option allows the current approver of a document to edit it and have it remain in the current approval step By default approvers can edit documents in a workflow but they are automatically returned to the first step of the approval process 35 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL nintex e To allow approvers to modify documents in the workflow select Yes to the option under Advanced Settings Edit Files Mid Approval Allow approvers to modify files that are currently pending approval With this feature disabled files will return to the start of the workflow
55. nd Document properties picker list in the Approval No Longer Required section can now be edited The Workflow Designer can choose the required format from the list Rich Text is the default The Subject and Body can be populated with properties of the document going through the workflow by double clicking on the item in the Document properties picker list for example selecting Created By will insert the author s name in the email notification The Subject and Body can also contain free text These settings will apply to all Approval No Longer Required emails for the workflow Approval No Longer Required Sent when an approver rece is no longer required to Email Subject fa Tae ae asus Sporan Gls tad fie Approval No Longer Required DocumentProperty Name been approved or Email Body Enable Customized Not Required Email Yes O No Email Format Rich Text Created 6 A rejected by another Modified By approver Approver Comments The following is no longer requiring your approval Modified DocumentProperty Name a v DocumentProperty ApprovalUrl Add to Email Body Completed When a file has completed the approval process an email is automatically sent to the document s submitter to inform him or her of the situation The Completed notification setting allows Workflow Designers to customize the email sent a document s submitter to inform them that the workflow process
56. ng as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Submit for Approval For a document to enter a SmartLibrary Workflow it must be submitted for approval This should be done when the author of the document has completed editing it and it is ready to be made available to users of a SmartLibrary Team Site Submitting a document for Approval will notify the Approvers on the first step of the Workflow that a document is ready for them to approve SmartLibrary Submit for Approval Help Uploading a document to a Document Library Creating a new document in a Document Library Submitting a document for Approval My Submissions Uploading a document to a Document Library Navigate to SmartLibrary enabled Document Library or folder Click the Upload Document link in the menu Use Windows Explorer to browse for the document or enter the URL directly if known Overwrite existing file s Upload Multiple Files indicates a required field Enter values for all required properties and click the Save and Close link in the menu You will be redirected to the document library If Content Approval is enabled for the site the document will require it to be submitted for approval Click the My Submissions link under the Select a View heading on the left hand menu Select a View All Documents Explorer View Approve reyect Items My submissions A link to the docum
57. o button The Email Format drop down list box Email Subject text field Email Body composition area and Document properties picker list in the Reminder section can now be edited The Workflow Designer can choose the required format from the list Rich Text is the default The Subject and Body can be populated with properties of the document going through the workflow by double clicking on the item in the Document properties picker list for example selecting Created By will insert the author s name in the email notification The Subject and Body can also contain free text These settings will apply to all Approval No Longer Required emails for the workflow 40 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Reminder enable reminder email Yes O No Sent to approvers when Send reminders every O g Days a file has not been approved rorot Rich Text v within a Email Subject A specified A timeframe Email Body Created By Modified By Add to Email Body Escalation The Escalation notification setting enables an alert email to be sent to the file s submitter if no action has been taken by a required approver after a nominated amount of reminders have been sent The Reminder notification must be enabled in or
58. one 61 3 9606 9222 General Assistance Please contact us by emailing enquiries nintex com or telephone 61 3 9606 9222 59 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex
59. ormed on documents Information can be obtained on single documents or entire folders Events recorded by the Audit Log include the time the action was performed user information the action performed and the location of the document Audit Log Help Displaying the Audit Log for a Document Library Displaying the Audit Log for an Individual Document Form or Image Navigation in the Audit Log Ordering by Columns in the Audit Log Exporting the Audit Log to a Comma Separated Value CSV File Displaying the Audit Log for a Document Library Navigate to the SmartLibrary enabled document folder to view its audit log Click the View Audit Log link under Advance Actions in the left hand menu Select a View All Documents Explorer View Approve reject Items My submissions Actions a Alert me Export to spreadsheet a Modify settings and columns Advanced Actions o View Audit Log a Manage Deleted Files View Workflow The following screen will be displayed W Audit Log Sales Team Documents Advanced Actions z Date User Action Location Comments i 12 16 2004 Local Update Sales Team Documents CRM New Address The file has been updated o Ea 4 59 PM Administrator sales contacts xls u z 12 16 2004 Local Added Sales Team Documents CRM New Address File has been submitted to the Manage Users 4 59 PM Administrator sales contacts xls workflow a Administrators 12 16 2004 Local Custom
60. ow navigation bar select Create Workflow For more information see Workflow Designer Building Workflow Edit a Workflow Editing a workflow can have implications for documents currently in the workflow You can view documents in workflow that may be affected through Manage Workflows Navigate to the workflow viewer page On the Workflow navigation bar select Edit Workflow All parts of the workflow can now be edited Once all parts have been edited select Save Viewing User Comments This may be done in the Document Library view Approve Reject View or the My Submissions View for documents that are pending approved or rejected To enable the context menu hover over the name of the document and click on the arrow that is displayed on the right hand side of folder name Click on View Workflow Status View Audit Information amp View Workflow Status 6 Defined Workflow J Submit for Approval View Properties A Edit Properties Edit in Microsoft Office PowerPoint Delete Approve reject Check Out J Version History Alert Me J Discuss Create Document Workspace e Click on View Historical Comments in the menu bar 22 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL The Audit Log filtered to sho
61. ows in a document library regardless of whether they are workflows at the Document Library level Sub folder level or Document level Manage Workflows Help Navigating to the Manage Workflows section Using Manage Workflows Consequences of using Manage Workflows Navigating to the Manage Workflows section Navigate to the Document Library for which you want to Manage Workflows Click the link Modify Settings and Columns under the heading Actions in the left navigation menu Scroll down to the section entitled SmartLibrary Settings then click Manage Workflows Using Manage Workflows The Manage Workflows page displays all the workflows that a Document Library contains Workflows are displayed by the local URL at which they applied Manage Workflows ure F Shared Documents E Shared Documents Cam Sub Folder i F Shared Documents Cam Sub Folder 1 Wisual Design doc To delete a Workflow check the box that corresponds to the Workflow URL and click the link Permanently Delete Selected Items in the menu bar above the list To delete more than one check the boxes that correspond to the Workflow URLs and click the link Permanently Delete Selected Items in the menu bar above the list To delete all the Workflows click the icon above the check boxes and all the boxes will become checked You can then click the link Permanently
62. ppear If specific credentials are not entered the invocation of the Web Service will use the credentials of the user who last approved the document in the workflow The last approver may not have sufficient permissions to access the web service On Approve Secondary Location Web Service Files approved in this workflow will also be published to the Ree Lee Nae ag location specified 6 SharePoint b None The Secondary Location text box value will not display Saving Advanced Workflow Settings To save the Advanced Workflow Settings click on OK Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 37 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Workflow Notification Settings The Workflow Notification Settings page allows you to specify email notification settings relating to the workflow currently being edited Workflow Notification Settings Help Navigating to Workflow Notification Settings Approval Approval No Longer Required Completed Reminder Escalation Saving Notification Settings Navigating to Workflow Notification Settings Navigate to the workflow viewer that is applicable e Click on Edit Workflow in the menu bar Click the Notification Settings link under Actions in the left hand menu if changes have been made to the workflow it must
63. r Approval Status Approve Approve Reject the item Reject Workflow Statistics Workflow statistics are available prior during and after the workflow has been completed This may be done in the Document Library view Approve Reject View or the My Submissions View for documents that are pending approved or rejected To enable the context menu hover over the name of the document and click on the arrow that is displayed on the right hand side of folder name Click on either View Workflow Status or Defined Workflow 23 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL BH CRM WA Accounts New we View Audit Information View Workflow Status Defined Workflow Submit for Approval View Properties O Edit Properties Edit in Microsoft Office Excel Delete Approve reject Check Out Version History Alert Me Discuss Create Document Workspace The Workflow Viewer will then be displayed Click on Show Statistics on the menu bar The Workflow Step and Approver Statistics will be displayed Workflow Viewer Sales Team Documents MarketingConceptsv1 ppt Workflow Statistics Enter Time 12 13 2004 10 22 PM Exit Time 12 13 2004 10 23 PM Step Statistics Administrator Enter Time 12 13 2004 10 22 PM Approver Statist
64. rary Pending My Approval Web Part The Pending My Approval web part is able to be added to any site once SmartLibrary is installed Please read below for details on configuring this web part Pending My Approval Help Using the Pending My Approval Web Part Configuring the Pending My Approval Web Part Using the Pending My Approval Web Part The Pending My Approval web part will display documents that are pending approval of the user whom is currently logged on Documents in this list include those that are pending the individual s approval or pending a group s approval that the individual is a member of Documents Pending My Approval al Document Status Submitted iy Documentl doc fnew 14 12 2004 12 26 PM WE Documenti doc mew 14 12 2004 11 19 4M Wh TestDoc i doc New 13 12 2004 9 14 AM iy Documentt doc new 10 12 2004 7 35 PM iy Documentl doc new 10 12 2004 7 14 PM Clicking on the title of the document will take you to the Approve reject page to approve or reject the selected document The status of the document configurable by the site administrator see Configuring the Pending My Approval web part will be identified as New when it has just been submitted and will become more urgent denoted with an Orange Light and if still no approval actions taken a Red Light The lights will appear according to timing schedule set by the administrator These statuses refer to how long the document has been pending your approval The
65. rary extends SharePoint libraries to include features such as advanced workflow auditing secondary publishing and fila undelete Installed Product Version 2 1 0 SMa rtLibrary Enabled No Change Smartlibrary settings Click on Change SmartLibrary settings and the SmartLibrary Settings page will be displayed In the Enable SmartLibrary section enable SmartLibrary by selecting the Yes radio button This enables the Audit Log and Undelete functionality of SmartLibrary To enable the workflow functionality of SmartLibrary check the Require content Level 8 approval for submitted items box 451 Little Bourke Street l o l Melbourne 3000 After creating a new view in a document library for example a new column Victoria Australia type the Smart Actions in the left navigation area of SmartLibrary enabled team sites disappear To make them reappear the Reapply Smart Actions box is checked It is a form of refreshing the view T 61 3 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 8 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Settings Sale Team Documents Use this page to change the SmartLibrary settings for the library Installed Product Version 2 4 0 Use this informateon if you have any guernes about SmartLebrary Enable SmartLibrary Enable SmartLibrary Upgrade this library to use SmartLibrary features such as eudeting Yes
66. ry F Reguire cantent approval for subrnitted files ______ Level 8 Advanced Actions Cl Reapply Advanced Actions 451 Little Bourke Street Newly created library wiews may not have the SmartLibrary Advanced Actions navigation menu Reapply Advanced Actions to apply the Melbourne 3000 Advanced Achons navigation menu to these weews j f f Switching content approval on and off will cause the Advanced Actions Victoria Australia links to go messing for the Approve Reject items view and the Hy SubMmisaigne vias T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 11 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL After creating a new view in a document library for example a new column type the Smart Actions in the left navigation area of SmartLibrary enabled team sites disappear To make them reappear the Reapply Smart Actions box is checked Itis a form of refreshing the view Click Ok Consequences of Enabling SmartLibrary A notable consequence of Enabling SmartLibrary functions in a pre populated Document Library is that the Undelete functionality works by creating a copy of the file into a shadow folder That way when a document is erroneously deleted from a SmartLibrary enabled Document Library or sub folder an up to date copy can be used to restore the file Consequently every file in the Document Library has to be copie
67. ry allows you to change permissions at both the Team site level and at the Document Library Level SmartLibrary Security Help Adding a User to a Site Inherited Permissions Assigning site wide global Permissions Adding a User to a SmartLibrary enabled Document Library Assigning Document Library Permissions Adding a User to a Site Browse to the site to which you wish to add a user as a site Administrator Click Site Settings in the top menu kr Home Documents and Lists Create Site Settings Help Click the Manage Users link under the Administration heading Site Administration Use the links on this page to perform administrative tasks such as changing permissions selecting regional settings viewing usage statistics and managing sites Users and Permissions Use these links to manage permissions for your site including users site groups and anonymous access T E Manage permission inheritance E Manage users E Manage site groups E Manage anonymous access E Manage cross site groups E Manage access requests If Manage users does not appear please go to the Inherited Permissions section Click the Add Users link in the menu bar Add Users X Remove Selected Users LA Edit Site Groups of Selected Users Enter the details of the new users in the Users textbox under the Step 1 Choose Users heading e Enter the user s name in the format DOMAIN UserName or username do
68. the step onto the workflow area 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 26 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Workflow Designer 3 Shared Documents Important Documents Single Approver Group m L Diaa Workflow Y Step x Stepi Move Up Move Down X Delete Approve By One On Reject Go To Reject the document amp Colin 7 When you hover your mouse over a valid drop area the area will be highlighted with a border The new step will be added to the workflow in the position dropped B Workflow Designer Shared Documents Important Documents Single Approver Group Approver Workflow Step rs a Move Up Move Down X Delete Approve By One On Reject Go To Reject the document 7 Y Stepi SS 4 Move Up Move Down X Delete Approve By One On Reject Go To Reject the document 7 Colin 7 To add the step at the end of a workflow drop the step image below the last step To add the step at the start of a workflow drop the step image above the first step and below the document image at the top To add the step at between two existing steps drop the step in the middle Adding an Approver to a Step in the Workflow Locate the appropriate Approver icon in the left
69. the workflow 1 CRM MS Accounts xls 2 KnowledgeCentralMS pdf 3 Darrell Lea Xmas 2004 pdf Click the Go Back link in the menu bar to return to the Workflow Designer Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 34 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Advanced Workflow Settings The Advanced Workflow Settings page allows you to specify advanced settings relating to the workflow currently being edited SmartLibrary allows users to set a Secondary Location which publishes a copy of the approved document to another location Secondary locations can be an Email address a File Share another Windows SharePoint Services document library or a Web Service Advanced Workflow Settings Help Navigating to the Advanced Workflow Settings Page Allowing Approvers To Modify Documents in a Workflow Automatically Submitting Documents for Approval setting a Secondary Location saving Advanced Workflow Settings Navigating to the Advanced Workflow Settings Page Navigate to the workflow viewer that is applicable Click on Edit Workflow in the menu bar Click the Advanced Settings link under Actions in the left hand menu if changes have been made to the workflow it must be saved to continue The Workflow Settings page will be displayed Workflow Adva
70. ument 19 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL aR Yellow People Group Represents an approver group of approvers that the document is currently awaiting approval from AB Red People Group Represents an approver group of approvers that have rejected the document Af Grey People Group Represents an approver group of approvers that are future approvers aR Understanding a Workflow A workflow is a representation of the approval path a document will take before it will be published to the All Documents View lt ensures that the specified users have approved the document before other users of the Site can view it A workflow can be made up of a number of steps Each step has at least one approver in it A document cannot progress to the next step in a workflow unless the specified users have approved it When a workflow is set to pending approval i e the previous step was approved all the approvers in the active workflow step will be sent an email informing them of the status of the document Each step has an On Reject go to property which specifies either another step in the workflow or a complete reject Where another step is specified and an approver rejects the document the workflow will go back to the step and the approvers in that step must re approve the document The Approve By property specifies whether the document must
71. v This list will contain the title of all steps in the workflow as well as a Reject the document option which is selected by default The currently selected option is denoted by appearing on the steps title bar next to On Reject Go To To change the property click the desired option in the list Choosing from all steps in the workflow means that a rejected item may be sent backward or forward in the workflow If the step is set to Only One Approve the document will not move to the On Reject Step until all approvers Reject the document Editing Approver Details The approver context menu provides a means by which to edit an approvers details or delete the approver from the current approval step Moving an Approver to a Different Step Drag and Drop the Approver icon from the original step to another step in the workflow The approver will be removed from the original step and added to the selected step SmartLibrary will not allow you to move an approver to a step which already has that approver For another method refer to Changing Selecting An Approver Deleting an Approver Hover over the name of the approver you wish to delete Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia The context menu will be enabled by clicking on the arrow that is displayed on the right hand side of approver name e Click the Delete item on the menu T 613 9606 9222
72. val web part properties click on the down arrow in the web part title bar 49 of 59 Level 8 451 Little Bourke Street Melbourne 3000 Victoria Australia T 613 9606 9222 F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL SmartLibrary Approve Reject Page The Approve Reject page is used by approvers to enter comments and either approve or reject a document at a particular point in a workflow Users will only be able to approve or reject documents if they have been included as part of the workflow see Workflow Designer Approve Reject Help Navigating to the Approve Reject Page Approving and Rejecting Documents in a Workflow Forcing the approval or rejection of a Document in the Workflow Navigating to the Approve Reject Page There are three different ways to navigate to the Approve Reject page 1 The Pending My Approval Webpart Navigate to the home page of the site to which the document was submitted If the Pending My Approval Webpart is added to this page it will display a list of all documents awaiting your approval or rejection Click on the document name link Approval Status Pending 4 ar ORM New Address sales contacts The Approve Reject page will be displayed 2 Approve Reject Items from menu Navigate to the SmartLibrary enabled Document Library in which the document is located Cli
73. w comments only will appear Smart Actions are available on Left Hand Side menu for Audit Log Bi Audit Log Sales Team Documents MarketingConceptsv1 ppt Advanced Actions a Show Entire r F Audit Log Date arend Action Location Comments There are no items to display Export Entire Audit Log Manage Users a Administrators Force Approve or Reject a Document in the Workflow Circumstances may arise in which the current user required to approve or reject a document in a workflow cannot do so for instance they may be on sick leave or employment ceased with the company When this occurs a document cannot progress to the next step The only way to bypass this approver is to force approve or reject the document This can be done by the web administrator Log in with a web administration account Browse to the Document Status page of the document To Approve the document click the Force Approve Current Step link in the menu bar Force Approve Reject Shared Documents Important Documents Product positioning framework doc This page will force an approve reject as you are not the current approver Approval Status Approve Approve Reject the item O Reject e To Reject the document click the Force Reject Current Step link in the menu bar Force Approve Reject C Shared Documents Important Documents Product positioning framework doc This page will force an approve reject as you are not the current approve
74. y is in 24hr time format Level 8 451 Little Bourke Street e Advanced Schedule If you wish to set advanced settings on the automatic Melbourne 3000 deletion service click the Advanced Schedule button and the scheduled task Victoria Australia properties window will open Click Save to save the settings or Back to Menu to return to the front form without T 61 39606 9222 saving F 61 3 9606 9299 W www nintex com ABN 13 081 252 922 6 of 59 OBS Pty Ltd trading as Nintex SMARTLIBRARY USER MANUAL Defining Notification Service Settings SmartLibrary has the ability to send approval Reminder and Escalation emails when documents are not being approved in a timely fashion Configuring the Reminder and Escalation email settings are done via Customizing Notification Settings when creating workflows On the front page of the SmartLibrary Administration Console you will notice a button titled Notification Settings Click on this button to view the Notification Settings form Uap iph oe jy cid i ee eee ep peed ee peed Tas ma Fa Tii b ee a ebi d bah l iai or a a a lh reside phe Be rather gk perege byr d peed E To enable this feature of SmartLibrary check the Enable Notifications check box The notification settings will become editable These settings are described as follows e Run Every This setting defines how often the service should run It can be configured to run on a d

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