Manage Libraries

Each user app comes with a set of libraries. There is one library for each solution type, as follows: 

Library Name Library Type Related Solution

Excel Workbooks

Excel Solution

  • Solution level

  • Library level

 for Custom Excel Workflow Solutions

Forms

Form Solution

for Form Workflow Solutions

Queries

Query

for Query Solutions

Reference Data Lists

Reference Data

for Reference Data Solutions

Transactions

Transaction

for Transaction Solutions

As a Global Admin or App Admin, you can create any number of libraries. On the Manage Libraries page, you can do the following:

View libraries

  1. Open the Evolve site.
  2. Go to the Apps page and select the app for which you want to view libraries.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. For each library available to you, the following details are noted:
    • Name
    • Type
    • Description
    • Created by
    • Creation Date
    • Modified by
    • Modified Date
Note:

Use the option at the top right of the libraries table to filter and sort libraries.

Add a new library

  1. Open the Evolve site.
  2. Go to Apps page and select the app in which you want to create a library.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Click the Add button. A side panel will open.
  5. Select Type. When ExcelSolution is selected as a Library Type, options are enabled to select one of the Workflow Type.
    1. Solution level
    2. Library level
  6. Enter the library name and description and click Save.

Edit a library

  1. Open the Evolve site.
  2. Go to the Apps page and select the app in which the library exists.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Click the Edit button. A side panel will open.
  5. Update the library name and description and click Save.
Note:

The library type cannot be changed.

Customize a column in library

This feature enables the Global Admin and App Admin users to configure the promoted solutions fields for Libraries that have workflow added at Library level. Using this feature Admin users can make the solution fields visible or hide from the Documents and Tasks page without the need to change or redeploy the workflow. It also enables them to start or stop syncing the solution fields from Excel data file.

To customize a column in library,

  1. Open the Evolve Administration App.
  2. Go to the Apps page and select the app in which the library exists.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Select the check-box corresponding to ExcelSolution Library, whose Workflow Typeis Library Level. Customize Columns option is enabled.
  5. Click Customize Columns option. The following options are available for the Solution Fields.
    1. Display on the Documents Page - Select to display Solution Fields on the Documents Page.
    2. Display on the Tasks Page - Select to display Solution Fields on the Tasks Page.
    3. Sync From Excel\Form - Select to sync the workflows from Excel or Form to the Solution Fields.

For more information, refer to Solution Fields.

Delete a library

  1. Open the Evolve site.
  2. Go to the Apps page and select the app in which the library exists.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Select the library you need to delete and click the Delete button.
  5. When the confirmation pop-up opens, confirm the library deletion.
Note:

Deleting a library moves it to the Recycle Bin. Global admins can restore libraries at any time, and restoring libraries restores all library contents.

Manage library permissions

You can add or remove groups to manage library permissions. Solutions inherit all permissions associated with the library they belong to.

Library Type

Permission Type

Permission
Transaction

Process Permissions

 

Library Solution Permissions

 

Originator; Data Reviewer

 

​ Solution Developer; Solution Reviewer
Query

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer; Solution Reviewer

Excel Solution

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer; Solution Reviewer

Forms

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer
Reference Data

Process Permissions

 

Library Solution Permissions

 

Originator; Data Reviewer

 

Solution Developer

Permission Types: definitions

  1. Library Solution Permissions manage Solution access for a) development and b) review. See just below for definitions.

    1. Solution Developer. When a Group is added to this permission, the users within that Group can create or update solutions within this library. Example: If it is a Transaction type library, users can create or update Transaction solutions in this library. Note that for this Transaction library example, the user must have the required valid license.

    2. Solution Reviewer: When a Group is added to this permission, the users within that Group can be the solution reviewer – for the solution within this library only. If this is a Transaction type library, these users will be listed in the Reviewers list and the solution submitter can select one of the reviewers to review the solution.

  2. Process Permissions manage either a specific solution or the start of the document process for solutions belonging to a specific library. They include Originator and Data Reviewer permissions; please see just below for definitions.

    1. Originator: When a Group is added to this permission, the users within that Group can submit new solution documents and/or launch a document process or form process for a given solution. By default, solutions inherit this permission from their library. In addition, Administrators can control this permission for a specific solution.

    2. Data Reviewer: When a Group is added to this permission, the users within that Group can participate in the document review process (applicable to Standard Workflow only). If this is a Transaction type solution, the document submit wizard includes these users in the Reviewer list. The document submitter can then select one of the reviewers to review the document.

Add library permissions

To manage library permissions, you must have one of the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

To add library permissions:

  1. Click the Apps menu. Go to the app for which you would like to add library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click Solution Permissions and then select groups for Solution Developer and Solution Reviewer permissions.
  5. Click Save. You will be notified that the permissions have been added successfully.
  6. Click Process Permissions and then select groups for Originator and Data Reviewer permissions.
  7. Click Save. You will be notified that the permissions have been added successfully.

Remove library permissions

To remove library permissions, you must have one of the following global roles or be a part of the following permission groups:
  • Global Administrator
  • App Administrator

To remove library permissions:

  1. Click the Apps menu. Go to the app for which you would like to remove library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click the library permissions category ( Library Solutions or Processes) you need to edit.
  5. Hover over the group name and click the ‘X’ to delete that group.
  6. Click Save.