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Introduction
Editing documents within workflow queues is a common and straightforward task for users who need to review and modify content as part of their regular duties. This guide outlines the simple steps to grant users appropriate access to edit documents within their assigned workflow queues, ensuring a secure and focused approach to document management.
A. Problem Statement
Some users may face difficulties when attempting to edit documents because they lack the required permissions. Resolving this issue involves granting specific access rights to the user to ensure they can perform their tasks efficiently without compromising the security of other documents outside their workflow queue.
B. Solution
In order to be able to successfully edit documents in a workflow queue, a user will need the following permissions:
Step 1:
The user will need to be given View and Edit permissions to the desired document type(s) via Admin > Users, under the Doc Types tab.
Step 2:
The user will need Workflow enabled via Admin > Users, under the Detail tab.
Step 3:
The user will need to be given access to the desired workflow queue via Admin > Workflows.
Note: The Lock Edits queue setting does not affect a user's ability to edit documents that are in their workflow queue.
Step 4:
If multiple document types are allowed in the workflow, the user must have View and Edit permissions to all allowed document types.
Step 5:
Once all permissions are correct, the user should be able to navigate to Workflow and click on their queue. Here, they will see all documents of a specific type(s) awaiting approval.
Step 6:
If a change is required on the form, the user may click the green pencil (Edit) icon. This will display a popup of the form where they may make desired changes.
Resubmitting the form once the edits have been made will not move the document out of the queue.
C. Best Practices
Here are concise practices to ensure users can edit documents in their workflow queues with ease and security:
- Assign Permissions: Provide View and Edit permissions for the document types that a user needs within their workflow queue.
- Grant Queue Access: Make sure users have access to their specific workflow queue.
- Maintain Control: Understand that additional settings like Lock Edits do not hamper a user's ability to work on documents in their queue.
Sticking to these simple yet effective guidelines will enable the right users to perform their work without unnecessary complications.
D. Troubleshooting
- If the green pencil (Edit) icon is not appearing in the workflow queue, refer back to Step 4. The user may not have View and Edit permissions to all listed Allowed Doc Types.
E. Related Articles
Conclusion
Enabling users to edit documents within their workflow queues is an easy process that enhances both productivity and document security. By granting focused access to View and Edit permissions and ensuring users can access their queues, organizations can streamline their workflow without fearing unauthorized access to additional documents. The steps provided are straightforward, ensuring that users can contribute to the document workflow efficiently.