Provisioning > Request Workflow Configuration > Configure Request Workflow

Request Workflow Configuration

ClosedAdd Workspace Dialog
  • Click the button for Add New Dialog
  • In the Add Request Workflow Configuration window, type information in the provided fields, based on the details below, then click Update.
Field Description
Dialog Name Enter a name for the workspace dialog. The label that is displayed at the top of the dialog.
Set as Default

Select Yes to set the workspace dialog configuration as the default configuration based on Action Type to be applied to all workspaces.

E.g. User can set a default dialog for Create Workspace and another default dialog for Create Team action type and so on.
Add Default Templates Allows for a default template to be set on the workspace wizard to be used. After Default Templates are added, the user should only see the templates added as default. If no Default Template is added, all templates show. When a Template is added as default, that template should not show again in the list when adding another template as default.
System Set the external system to use for this dialog.
Action Type Sets the type of the wizard. Available types are: Create Workspace, Create Team, Create Channel, or Request Access.
ClosedRequest Workflow Panels

Allows you to add a list of the workflows (used to be panels) that can be configured in the workspace wizard to enter information for the workspace dialog created here. Here you can select the panels to be displayed in the wizard. Click the Edit button in the far right column to edit the panel. In the Edit Workflow window, type information in the provided fields, based on the table below, then click Update.

Field Description
Wokflow Displays the default workflow name
Display Name Enter name for the workflow. This is displayed in the navigation pane and at the top of the workflow. This is a required field.
Description A brief description for the workspaces created through the dialog
Is Hidden Select Yes to hide the panel in the workspace wizard, when entering information for the workspace dialog.
Change order Click the Change Order button to change the panel order in the workspace wizard. In the Change Panel Order window, drag and drop the panels to revise the order. Click Save.
System Only applicable to the Workspace Panel

Select the external system to create the workspace.

The list of information displays in the following columns in the Workflow:

Column Name Description
Workflow Displays the Workflow name
Display Name Displays the edited workflow name
Order

Displays the order of the workflow
Description Displays the description entered above
Hide Displays Yes if workflow hidden
Edit Click the button to edit workflow details.
ClosedAccess

Allows you to add users/groups that can access the workspace dialog created here. Users who are not explicitly granted access to any dialog can still use the default dialog if they are allowed to create workspaces. Click the Add New button in the far right column to add the access details. In the Edit Workflow window, type information in the provided fields, based on the table below, then click Save.

Field Description
User/Group Select if the permission is to be assigned to a user or group.
Select a User/Group Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select from the list or manually enter the name, which will auto-complete if the user is added in the Users & Groups tab.
Permission Select Allow to assign the permission to the user/group. Select Deny to restrict access to the user/group.
Requires Approval Select Yes to add an additional Approval step when creating the workspace. The workspace will be created only if approved.
Expiration Date Specify the expiry date of access to the user/ group.

The list of information displays in the following columns:

Column Name Description
User/Group Displays the user name/group
Requires Approval Displays Yes if the workspace created by the user requires approval.
Edit

Click the button to edit the user/group access.

ClosedApprovers

Allows you to add a users/groups that can approve the workspace dialog created here. Click the Add New button in the far right column to add the approver details. In the Add Approval window, type information in the provided fields, based on the table below, then click Save.

Field Description
User/Group Select if the approver is a user or group who require approval to create a workspace.
Select a User/Group Select the user/ group from the drop-down who can approve the workspace. To select a user, either click the drop-down menu and select it from the list or manually enter the name, which will auto-complete if the user name is added in User Management>Users.
Permission Select Allow to assign the approval permission to the user/group. Select Deny to restrict access to the user/group.
Expiration Date Specify the expiry date of the approval access to the user/ group. This is a required field.

Note: The user creating the Request Workflow is added as the default approver for the workspace.

The list of information displays in the following columns:

Column Name Description
User/Group Displays the user name/group
Edit

Click the button to edit the user/group approval details.

Note: The workspaces that require approvals are listed and can be approved in the Approvals tab.

Also, an email notification is sent to all the approvers and members of the approver group.

If one of the users reject/approve a request, it can not be edited by others.

ClosedUnique Metadata

Allows you to add unique metadata to the workspace dialog created here. This metadata is displayed in the selected panel. Click the Add New button in the far right column to assign unique metadata to the workspace. In the Add Unique Metadata window, type information in the provided fields, based on the table below, then click Save.

Note: The panels that have metadata specified here, will be displayed in the request workflow to enter information for the dialog.

For 'Grant Access' and 'Create Channel', Unique Metadata is not mandatory.

Field Description
Metadata Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.
Default Value Select the default value to be assigned to the metadata. Manually enter a value for the field or the drop-down will display values if it is assigned in Administration>Metadata>Manage.
Display Label Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist.
Help Text Enter help text to be displayed as a tool-tip on the custom field.
Type Select the type of metadata from the drop-down. Options include:
  • Date: Represents date value (e.g. 2018-10-10)
  • String: Alphanumeric characters (e.g. cam123)
  • Boolean: Represent logical values (e.g. True or False)
  • Number: Numeric data values (e.g. 1,2,3)
  • Currency: Represents integer format (e.g. 123.456)
Look Up

Select Yes to include the Metadata as a look up field.

Note: This option is disabled for selection, if the Lookup option is set as No when adding the Metadata in CAM.
Lookup Type
Type Description
Internal The values in the drop-down are populated from the CAM metadata. You can select the metadata values from the drop-down.
External

The values in the drop-down are populated from the configured external system. You can select the metadata values from the drop-down.
Create a new value? Select Yes to add a new value to the look up field. A sign is added next to the look up field in the panel.
Lookup new Option

Generate New Number - CAM automatically generates a numeric value based on the Max digit and Metadata range specified in the dialog.

Use description as alias - CAM will auto add the metadata name as the alias metadata ID The Create a new value must be set to Yes.

Generate read only new number : Allows a read only field in the Workflow.

Generate new number and hide: (For hidden system fields like systemid)

Note: AutoGeneration is automatically done for the systemid column so that the references remain unique. Prefixes are also supported on top of the auto generated number.

Max digit for Metadata

Only displayed if Generate New Number option selected

Enter the length of the metadata to be generated for the custom entry (e.g. 5)
Is Id Parent based? Selects if the id is parent based, to look up the metadata only on parent level, or across the entire system. E.g. Setting yes would look at parent metadata if there exists a record.
Start From

Only displayed if Generate New Number option selected

Enter the lowest value for the generated metadata (e.g. 10)
Metadata Range From & To

Only displayed if Generate New Number option selected

Enter the lowest & highest value of the metadata range that can be accessed

Is ID field hidden

Only displayed if Use description as alias option selected

Select Yes to hide the field in the Create Workspace Wizard.

Order Set the order of the metadata to be displayed on the panel.
Panel Select the panel for the metadata to be displayed. Based on the selection here the fields will be displayed in the panel.
Editable Select Yes to allow the metadata value to be edited in the workspace dialog.
Lock Existing Values

This option doesn't allow users to create a new workspace using previously added values of specific metadata, locking the existing metadata.

When a new Unique Metadata field in Configure Wizard is added, the option to Lock Existing Values displays. If Lock Existing Values is selected as Yes, Create a new value option should be automatically selected as Yes. The option No should be disabled. Also, the Default Value option is disabled.

If the Metadata with Lock Existing Values option is 'No', then users can only add values to Metadata by clicking the '+' button. After the user enters values for that Metadata, there is a validation to check if that value already exists. If the value already exists, the user should not be able to save that value.

E.g. Lock existing set to yes and is parent set to yes, means the unique metadata field matter will not allow inputting duplicate matters if any parent matters exist. If no for parent, and yes for lock, then if the metadata exists in entire system, then the value can't be added.

The list of information displays in the following columns:

Column Name Description
Metadata Displays the metadata name
Label

Displays the metadata label entered above
Type Displays the type of the metadata selected
Order Displays the metadata order assigned
Panel Displays the panel name the metadata is assigned to
Edit Click the button to edit the metadata details added
ClosedSystem Metadata

Allows you to add metadata to the external system. This metadata is displayed in the panel selected. Select the external system from the drop-down in the system metadata panel.

Note: The external system must be selected from the drop-down to enable the Add New button.

Click the Add New button in the far right column to assign system metadata to the workspace. In the Add System Metadata window, type information in the provided fields, based on the table below, then click Save.

Field Description
Metadata

Select the metadata from the drop-down. To assign a metadata, either click the drop-down menu and select it from the list or manually enter the value, which will auto-complete if it is assigned in Administration>Metadata.

Tip: To assign a template to the workspace, select the Template metadata here. The default value field will display a list of all the available templates for selection.

Default Value Displays a drop-down if a value is assigned in Administration>Metadata>Manage. Select the default value to be assigned to the metadata. If no values are available, you can enter a value for the field.
Is Hidden Select Yes to hide the field. The field will not be displayed in the Workspace Wizard.
Conditional Display You can set options for the system metadata to be displayed only if the condition criteria specified here is met. Select the metadata and set the condition and value to be matched. The metadata will only be displayed if the condition entered here met.
Display Label Enter a display name for the metadata. Make this as specific as needed to differentiate between similar metadata names that may exist.
Help Text Enter help text to be displayed as a tool-tip on the custom field.
Type

Select the type of metadata from the drop-down. Options include:

Type Description
Date Represents date value (e.g. 2018-10-10)
String Alphanumeric characters (e.g. cam123)
Boolean

Represent logical values (e.g. True or False)
Number
  • Numeric data values (e.g. 1,2,3)
    		•
    Currency
  • Represents integer format (e.g. 123.456)
    		•
    Look Up

    Select Yes to include the Metadata in the look up search fields to be applied to the external systems.

    Note: This option is disabled for selection, if the the Lookup option is set as No when adding the Metadata in CAM.
    Lookup Type
    Type Description
    Internal The values in the drop-down are populated from the CAM metadata. You can select the metadata values from the drop-down.
    External

    The values in the drop-down are populated from the configured external system. You can select the metadata values from the drop-down.
    Create a new value? Select Yes to add a new value to the look up field. A sign is added next to the look up field in the panel.
    Lookup new Option

    Generate New Number - CAM automatically generates a numeric value based on the Max digit and Metadata range specified in the dialog.

    Use description as alias - CAM will auto add the metadata name as the alias metadata ID The Create a new value must be set to Yes.
    Max digit for Metadata

    Only displayed if Generate New Number option selected

    Enter the length of the metadata to be generated for the custom entry (e.g. 5)
    Start From

    Only displayed if Generate New Number option selected

    Enter the lowest value for the generated metadata (e.g. 10)
    Metadata Range From & To

    Only displayed if Generate New Number option selected

    Enter the lowest & highest value of the metadata range that can be accessed

    Is ID field hidden

    Only displayed if Use description as alias option selected

    Select Yes to hide the field in the Create Workspace Wizard.

    Order Set the order of the metadata to be displayed on the panel.
    Panel Select the panel for the metadata to be applied.
    Editable Select Yes to allow the metadata value to be edited in the workspace dialog.
    Required

    Select Yes to set the metadata field as a mandatory field on the panel. A value must be specified for the field.

    Note: If a field is Required and Hidden, a default value must be specified.

    The list of information displays in the following columns:

    Column Name Description
    Metadata Displays the metadata name
    Order Displays the metadata order assigned
    Default Value

    Displays the default value selected above
    Panel Displays the panel name the metadata is assigned to
    Is Hidden Is updated based on selection made when adding metadata.
    Edit Click to edit the metadata details added
    ClosedConfigure User Notification

    It allows configuring automatically to notify when the workspace is created, to the current user who is requesting the workspace.

    • Add UserNotification metadata in the System Metatdata
    • Set default value #current_user_email# to send notification automatically even if Notification panel is set to hide.
    • Below is snapshot of Notification panel displayed in the request workflow, if Notification panel is set to not to hide.
    • click here to know Notification Panel Setup

    Add the below parameters in the system metadata:

    Field Description
    UserNotification

    This allows to send notification to who is requesting the workspace

    Add #current_user_email# as default value.

    If you do select Is Hidden Yes : Notification panel would not be displayed while creating workspace but notification will be sent to the current user.

    If you do select Is Hidden No : Notification panel will display UserNotification look up to select the current user.
    UserNotificationTemplate

    Select Notification Template.

    Note: Configure notification template in the Administrator > Email Templates and select the same in the notification panel.
    ClosedConfigure Workflow to Create Office 365 Group

    Allows you to add office 365 groups via Request Workflow.

    Steps to Configure Workflow:

    • Configure the wizard for Office 365. Use the required parameters below:
    Field Description
    ClientId Id of the client
    ClientName Name of the client
    MatterId Id of the matter
    MatterName Name of the matter
    MailNickName Nickname for emailing
    Office 365 Type Type of the Office 365 System
    Workspace Name The name of the workspace
    • Use the new wizard to create a new Office 365 group.
    • After clicking Finish, a job will be created in the Jobs Tab for the Creation of a CAM group, and a job for the Office 365 group.
    ClosedConfigure Workflow to Create Channel with an Existing Team

    Allows you to create a channel with an existing team.

    Steps to Configure Workflow:

    • Configure the wizard for Office 365. Use the required parameters below:
    Field Description
    ClientId Id of the client
    ClientName Name of the client
    MatterId Id of the matter
    MatterName Name of the matter
    ChannelName ChannelName
    Office 365 Type Type of the Office 365 System: Set to channel
    Office365ExistingTeamId The id of the team in Teams. This sets the existing team to be used
    • Use the new workflow to create a new Office 365 channel.
    • After clicking Finish, a job will be created in the Jobs Tab for the Creation of a channel.
    ClosedDefault Security

    Allows you to add default security to the workspace dialog created here. Click the Add New button in the far right column to add the security details. In the Add Default Security window, type information in the provided fields, based on the table below, then click Save.

    Field Description
    User/Group Select if the default security is to be assigned to a user or group
    Invite Guest User

    External users can be added to Office 365 Groups and Teams

    Field Description
    Email Required field. Enter external user email Id.
    Name Required field. Enter name to be displayed in Office365 groups and teams.

    Note: This option is available only for Office365 request workflow.
    Select a User/Group

    Select the user/ group from the drop-down. To select a user, either click the drop-down menu and select it from the list or manually enter the name, which will auto-complete if the user name is added in the Users & Groups tab.

    It allows to select multiple user at a time.
    Permission

    Select Allow to assign the security to the user/group. Select Deny to restrict access to the user/group.

    Note: This option is not visible for Office365 workflow, by default sets to Allow.

    Role

    Select the user/group role from the drop-down.

    Note: Editor and Watcher Roles are available for Office365.

    Panel Select the panel for the default security to be applied.
    Expiration Date Specify the expiry date of access to the user/ group.

    The list of information displays in the following columns:

    Column Name Description
    Security Name Displays the user name/group the security is assigned to
    Permission Type Displays if permission is allowed or denied
    Panel

    Displays the panel name the default security is applied to
    Edit Click the button to edit the security details
    ClosedEdit Request Workflow Dialog

    In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window make the necessary changes and click Update.

    ClosedDelete Request Workflow Dialog
  • In the Workspace Wizard tab, click the Edit button in the far right column. In the Edit Workspace Wizard Configuration window, click Delete to delete the workspace configuration.
    • ClosedUsing Request Workflow (Workspace Wizard) in Desksite
  • After installing the CAM Commands, the Workspace Wizard can be used in Desksite.
    • On a workspace or matter/client , right click a matter.
    • Click CAM-> Create Workspace to create a workspace.
    • For My Matters, you can also use the wizard there. For example, create a category from My Matters in Desksite.
    • Then right click and select CAM-> Create Workspace.
    • The category and workspace will be created in CAM. If the categoryid metadata is present in CAM.

    Last updated on November 28, 2020

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