Approval Workflow & Applicability Group

#1

PolicyStat Team, need a refresher, what/which functionality does the Applicability Group selected on each Approval Workflow drive? Does this need to be required, especially since theApplicability group on each document drives which Site/Location the document is discoverable under?

#2

Thank you. Any discussions for removing that as a required field, or can a default be provided to select 'N/A. Currently a group needs to be added and using ‘------’ option can not be saved.

Commented by: Denny Chlebek

#3

I appreciate the conversation surrounding the topic. As an administrator with multiple locations and multiple applicabilities, the assignment of an applicability to an approval workflow becomes irksome-especially when we are attemptingintegration of documentswithin the system and many changes happen as integration occurs.

Commented by: Carol Upcraft

#4

Hi @Carol Upcraft ? @Denny Chlebek The applicability setting for workflows reduces the number of workflows you need to create. Just like policies, you can create the workflow once and then apply/show on the sites that will need toselect it.There are no plans at this time to change how applicabiltiy works with workflows, but would it be helpful for that setting to default to the site you’re creating it on?

Commented by: Gabe Gomez(Hub)

#5

Thanks @Gabe Gomez so we would have to create multiple Workflows for each location, if so, I rather keep current state; we have Area and Location based workflows created. To confirm, if I create one location and apply an applicability group with multiple locations it would only appear in the location it should be used, correct?Another ask, is there a way we can have a report from the Search Engine Admin page to see a complete list for all locations? It is time consuming to pull and compile that list, also would be nice to see how many Active documents are being used for that specific workflow and selected applicability . We include initials of the location in the title of the Approval Workflow to help with transparency, especially when quantifying and verifying number of Policies for System versus other Locations bydocument types when possible.

Commented by: Denny Chlebek

#6

@Denny Chlebek That’s correct. It will only appear on the sites that are members of the applicability group. Are you looking for a list of approval workflows in use on just active documents? If so, that can be pulled up by exporting the active policies report on the ‘all-search’ site. The workflow is listed column D, which can then be sorted from there.

Commented by: Gabe Gomez(Hub)

#7

@Gabe Gomez great catch, actually would be all statuses, since we retire documents be nice to be able to get rid of the Approval Workflow we no longer need but since we have historical information on them, we leave them in place on the list to the users.

Commented by: Denny Chlebek