Workflow Steps
Beginning with FileCloud 23.1, notifications sent from Wait for Share Approval and Wait for File Approval workflows include a link for accessing the approval screen.
When you first add a workflow, its only steps are Start and Complete. To build the workflow, drag and drop steps from the right panel onto the + symbols on the workflow, and fill in parameters that are required or optional for each step.
Most steps are available to all types of workflows, but a few are only included as choices in workflows triggered by a share activity.
The following table explains the behavior of each type of workflow step and defines its parameters.
| Step | Description | Parameters | Workflow types (triggers) |
|---|---|---|---|
| Start | Begins running the workflow when the specified trigger occurs. | Depends on the trigger See Workflow Triggers | All |
| Condition | A condition defined by the user. If the condition is true, an action occurs; if it is not true a different action occurs | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Query - Query that checks for the condition. You can either enter the query using the query builder provided or choose Text Editor (Advanced) and enter the query freehand. | All |
| Assign Variable Value | Sets a variable to a value that may be used within the workflow. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Variable Name - A variable you define for the workflow. Value - A value you give to the variable from system or workflow data, such as the file path or the current date, or that you enter freehand. | All |
| Copy File | Copies the file from Source Path to Target Path. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Source Path - Current path of the file. Target Path - Path to copy the file to. Override - Check to overwrite file of the same name if it exists; leave unchecked to save both existing and new files. | All |
| Move File | Moves the file from the Source Path to Target Path. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Source Path - Current path of the file. Target Path - Path to move the file to. Override - Check to overwrite file of the same name if it exists; leave unchecked to save both existing and new files. | All |
| Create Directory | Creates the directory specified in Target Path | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Target Path - Choose existing path to create the directory in and append the new directory name. | All |
| Wait for File Approval | Requests approval for a file action. Approvers are automatically notified in their user portals. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Approval Emails Approval Count Number - Number of approvals required for the file action to occur. Custom Message - The default message is Please, approve this file. Select this text and type over it to change the message. Send Approval Email Notification - Sends an email to approvers with a link to the Action screen for approving the file. This appears in addition to the user interface notification. | All except Automatically on a share activity |
| Wait for Share Approval | Requests approval for a file or folder share. Approvers are automatically notified in their user portals. See Share Approval Workflows. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. Approval Emails Approval Count Number - Number of approvals required for the share to become active. Custom Message - The default message is Please, approve this share. Select this text and type over it to change the message. Send Approval Email Notification - Sends an email to approvers letting them know there is an active share approval request. This appears in addition to the user interface notification. | Automatically on a share activity |
| Share Approve | This action is triggered if a share in Wait for Share Approval is approved. It makes the share available to recipients. See Share Approval Workflows. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. | Automatically on a share activity |
| Share Rejection | This action is triggered if a share in Wait for Share Approval is rejected. It deletes the share. See Share Approval Workflows. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. | Automatically on a share activity |
| Send Email | Sends an email message to the To recipients. | Node Name - Name of the node. Node Description - For informational purposes; describes the node. To - Recipient email addresses Subject - Subject of email. Body - Body of email. | All |
| Complete | Exits workflow processing | none | All |