Create and configure a Pending Event Workflow: Teams

The Workflow Teams screen acts as a directory of designated individuals from different departments.

Individuals from a department can be grouped into a Team that can be selected when creating a Pending Event Workflow. When a Team is selected, all of the grouped individuals will be selected and added as potential Approvers to the workflow. However, only the first Team member will be assigned as the default Approver. Any Teams that have been created will be listed on the Teams screen.

To create a Team:

• Select New.

The Workflow Teams wizards displays.

• Enter a name for the Team into the Team field and select the User dropdown menu to select an Individual to add to the Team.

• Select Finish.

The wizard closes

The Team, with its first member, is created and listed on the Teams screen.

Repeat this process to add more members to a Team.

First Team member

When a Team has more than one member and a Pending Event Workflow is initiated, all members are notified about the event and who from the Team has been selected to review the event.

If no configuration has been changed, the First member added to a Team will be listed first, and automatically selected as the default Approver for that Team, in the Approval dropdown menu when a Pending Event Workflow is being initiated.

When a Team has more than one member and an alternative member is required to be the default Approver for the Team, or the existing First member is unavailable, it is possible to adjust this setting.

To make an alternative Team member the default Approver for a Team:

• Navigate to: Tools > Pending Event Workflows > Teams.
• Locate the relevant Team listing and select the related Menu Options icon for the required Team member.

A dropdown menu displays.

• Select the Move to First option.

The selected member is moved to first position in the Team's listing of Approvers.

When the Team is selected to review a Pending Event and the workflow is initiated, the new First member will be automatically selected as the default Approver for that Team and be listed first in the Approval dropdown menu.

A similar effect can be achieved by selecting the Move to Seq. option and re-ordering the position sequence of Team members.

Unavailable Team members

When a Team member is unable to review a Pending Event due to other work priorities or leave for example, instead of removing them from the Team, they can be marked as Unavailable.

Team members marked as Unavailable will not receive notifications if the Team is selected to review a Pending Event and will not display in the list of Approvers that are available to select when a related workflow is initiated.

To mark a Team member as Unavailable:

• Select the Open (Folder) icon for the required Team member.

The Workflow Teams wizard displays.

• Select the Unavailable checkbox.
• Select Finish.

The wizard closes, and an X displays in the Unavailable column on the Teams screen for the selected Team member.

Once configured, a Pending Events Workflow can be attached to any of the Events listed on the Events screen.