{"id":26386,"date":"2020-04-28T09:22:53","date_gmt":"2020-04-28T14:22:53","guid":{"rendered":"https:\/\/www.filecloud.com\/blog\/?p=26386"},"modified":"2020-09-29T09:14:08","modified_gmt":"2020-09-29T14:14:08","slug":"how-to-do-document-approval-workflows-using-filecloud-custom-metadata","status":"publish","type":"post","link":"https:\/\/www.filecloud.com\/blog\/how-to-do-document-approval-workflows-using-filecloud-custom-metadata\/","title":{"rendered":"How To Create Document Approval Workflows Using FileCloud Custom Metadata"},"content":{"rendered":"<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone wp-image-26440\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/Copy-of-FileCloud-Social-Template-2.png\" alt=\"\" width=\"843\" height=\"562\"><\/p>\n<p>\u00a0<\/p>\n<p>In this blog post, we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.<\/p>\n<p><strong>How to Implement Document Approval Workflows Using FileCloud Custom MetaData<\/strong><\/p>\n<p>In this blog post we show you how to use FileCloud custom metadata to add features like approval or verification of documents for it to be shared internally or externally.<\/p>\n<p>In the remote work scenario, it is often difficult to monitor and regulate document access and shares. Be it a Marketing Manager trying to make sure the PR release is verified by him before sharing it to the PR agencies or a Sales Manager trying to make sure the contract is verified and approved by him before sending it across to his clients.<\/p>\n<p>In the following example, we show you how to implement the document verification in an organization using FileCloud and how to make sure the documents cannot be shared until and unless approved.<\/p>\n<p><strong>I. How to Implement Workflow for Document Verification in FileCloud<\/strong><\/p>\n<ol>\n<li>Log in to your Admin account to enable the workflow and click on \u201cMetadata\u201d<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26392\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/1.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n<ol start=\"2\">\n<li>Under \u201cManage Metadata Settings\u201d. Click on \u201cEdit\u201d in Verification Status<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26395\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/2.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<ol start=\"3\">\n<li>Under \u201cEdit Metadata\u201d, set \u201cDefinition\u201d tab, under \u201cAttributes\u201d add the name of the Metadata Set and description and status of the verification. Click on \u201cEdit\u201d.<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26398\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/3.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<ol start=\"4\">\n<li>Under \u201cEdit Attribute\u201d, add \u201cVerified\u201d and \u201cPending Verification\u201d as predefined values and save it.<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26401\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/4.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<p>Now you have set the attributes for the Metadata Rule.<\/p>\n<ol start=\"5\">\n<li>Now go to \u201cSmart Classification\u201d, where you will be able to see the verification engine rule you just created as enabled<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26404\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/5.1.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26407\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/5.2.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<ol start=\"6\">\n<li>Next, go to \u201cSmart DLP\u201d, where you can see the \u201cDocument Verification Pending Rule\u201d under \u201cManage DLP Rules\u201d<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26410\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/6.1.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26413\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/6.2.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>Here \u2013\u00a0 \u201cSelect Affected User Action to Share\u201d using the dropdown. Add the rule expression in Verification Status to Pending Verification. Select DLP action to deny and DLP mode to Enforce. Add a custom notification to display, for example: \u201cThis Document cannot be shared until it is approved and update the DLP rule.\u201d<\/p>\n<p>This is how you implement the Document Verification workflow using FileCloud<\/p>\n<p>\u00a0<\/p>\n<p><strong>II. How does this work at the user end?<\/strong><\/p>\n<ol>\n<li>At the user end, you see the documents with the verification engine enabled with a tag, and you can see the pending verification status under the metadata tab as show<\/li>\n<\/ol>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26422\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/7.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26416\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/7.2.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>If you try to share the document, you will get a display notification.<\/p>\n<p><strong> <img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26419\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/7.3.png\" alt=\"\" width=\"1452\" height=\"715\"><\/strong><\/p>\n<p>\u00a0<\/p>\n<p><strong>III. How can Managers Approve the Documents?<\/strong><\/p>\n<p>So the managers after reviewing the documents can then go the metadata section in his account of the particular documents he wants to approve and select the verified from the dropdown.<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26425\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/8.png\" alt=\"\" width=\"889\" height=\"715\"><\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n<p><strong>IV. Sharing the Document after the approval<\/strong><\/p>\n<p>After the Manager\u2019s approval, the user can then be able to share the document. He will be able to see the status of the document as verified in his metadata tab once the document is verified and approved by the Manager.<\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26428\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/9.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p><img decoding=\"async\" loading=\"lazy\" class=\"alignnone size-full wp-image-26431\" src=\"https:\/\/www.filecloud.com\/blog\/wp-content\/uploads\/2020\/04\/10.png\" alt=\"\" width=\"1452\" height=\"715\"><\/p>\n<p>The main idea here is to ensure the collaboration between the manager and his team in a remote work scenario can utilize better processes to make sure the documents are not shared within or outside the organization without being verified and approved first.<\/p>\n<p>\u00a0<\/p>\n<p>\u00a0<\/p>\n","protected":false},"excerpt":{"rendered":"<p>The collaboration between the manager and his team in a remote work scenario can have a better process to make sure the documents are not shared within or outside the organization without being verified and approved first.<\/p>\n","protected":false},"author":1,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":[],"categories":[20,884],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v20.13 (Yoast SEO v20.13) - 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