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Implementing custom workflows with Winshuttle Central

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By default, Winshuttle Central workflows are installed with the custom document libraries when Winshuttle Central is installed. You can also add your own workflows to document libraries.

For both 'out-of-box' Central workflows and custom workflows, Winshuttle Transaction and Query clients use the metadata columns of a document on the server to determine permissions.

With custom workflows, you can configure and implement customized review and notification processes.

Winshuttle Central supports two types of workflows:

Standard workflows, which focus on data review:

  • Review and post - one step: The reviewer of the data file is the final runner of the file.
  • Review and post - separately: The submitter of the data file is the final runner of the file.
  • No data file review: No review is required.

Custom workflows (available through Winshuttle Workflow), which can offer business users other features:

  • Primary and secondary approvers
  • Reminders to approvers and others who are involved in review tasks
  • Other customized logic

    Workflows are created in Winshuttle Designer and stored in the data files document library. They are attached to a file when the file is submitted for approval.

Implementing a custom workflow

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You must have SharePoint Site Collection administrator privileges to perform these actions.

To enable custom workflows, you must first remove the standard CENTRAL workflows. Removing standard workflows removes all TRANSACTION script file and TRANSACTION data file review capabilities.

Removing standard Winshuttle Central Workflows

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To remove the standard CENTRAL workflow, do the following:

  1. Open the Winshuttle CENTRALAdministration page.
  2. Under Libraries, click Data Files.

  3. On the SharePoint menu bar, click Library, and then click Library Settings Library Settings
  4. Under Content Types, click DataFileDoc.

  5. Under Settings, click Workflow Settings.

  6. Click Remove a workflow.

  7. On the Remove Workflows page, click Remove. Click OK.

Adding a new workflow

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Note: Workflows can be associated with both TRANSACTION scripts and data files.

  1. Open the Winshuttle CENTRALAdministration page.
  2. Under Libraries, click Data Files.

  3. On the SharePoint menu bar, click Library, and then click Library Settings Library Settings
  4. Click Create Workflow. The default Workflow screen appears.
  5. Create a custom workflow. The workflow should include a list of approvers that is based on a SharePoint list.

Changing metadata columns for custom workflows

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For the standard or custom workflows to work, the correct metadata columns must be marked "true".

Script file dependent metadata

  • Runable - Type: True/False - Signifies whether the script workflow is complete or not.
  • Runner required - Type: True/False - Signifies whether the script requires a Runner to run the data file associated with this script.

Data file dependent metadata

  • Runner - Type: User - Stores the name of the runner, if required in the script

The following metadata attributes describe the different workflows that are available in CENTRAL. To enable the Run button in TRANSACTION or TRANSACTION RUNNER, the following metadata must be available or marked "true":

  • Runable: indicates if the file can be run or not.
  • Runner required: indicates if the file runner.
  • Runner: the userid of the person for whom the Run button is enabled. This requirement depends on the type of workflow.

S.No

Workflow

Runnable metadata

Runner required metadata

Runner metadata

1.

No data review

True

False

N/A

2.

One-step data review

True

True

Reviewer of data file

3.

Two-step data review

True

True

Creator of data file

For custom workflows, set the following metadata to enable the Run button in the client application:

S.No

Workflow

Runable

Runner Required

Runner

1.

To be run by a specific user

True

True

Name of runner

2.

To be run by any user

True

False

N/A