Available in: Ribbon > New > Create task

In this dialog box, you can create and start a new ad hoc workflow. You can use an ad hoc workflow to route an item to users for approval or to notify users.

Name and type

Name: Insert the name of the new ad hoc workflow here.

Load ad hoc workflow from template (folder icon): Use the Load ad hoc workflow from template function to load ad hoc workflows saved as a template (see below).

Save as template (diskette icon): The Save as template function allows you to save the current ad hoc workflow as a template. You can assign a name to the template.

ELO creates a folder for each saved template in the user's folder under Administration//Users//<Folder with corresponding number range>//<User name>//data//AdHoc Templates. The template data is saved to the extra text of the respective folder.

Information: By default, saved templates are only available to the user who creates them. However, a user with the corresponding permissions can forward these templates to other users as a reference/copy. The references/copies must be saved to the AdHoc Templates folder of the respective user.

Delete an existing template (X icon): You can delete ad hoc workflow templates with the Delete an existing template function. A dialog box appears in which you can select the template you want to delete.

Please note: If you delete the original template, any references that you have created will also be deleted.

Priority: Set an importance level for the workflow: A (= high), B (= medium), or C (= low). You can sort and filter the task list according to priorities.

Type: Select the type of ad hoc workflow you want to create. You can choose from the following types:

• Serial approval: The workflow is passed forward sequentially to the participants. The participants must decide whether or not to approve the workflow step. Depending on the result, the corresponding notification is sent to the selected recipient.

• Parallel approval: The workflow is distributed in parallel. All recipients receive the workflow at the same time. Each participant must grant approval.

• Serial notification: The workflow is passed forward sequentially to the individual participants. The participants must confirm receipt of the workflow one after another. As long as a user does not confirm the workflow, the workflow is not passed forward to the next participants.

• Parallel notification: The workflow will be sent to all participants at once. The participants should confirm receipt of the workflow. After completion, the corresponding notification is sent to the selected recipient.

User selection and job instruction

Add user/group: Search for the desired user or group in the Add user/group field. Suggestions will appear as you type.

Click the corresponding suggestion to select a user or a group.

Alternatively: If you click the triangle to the right of the Add user/group field, this will open a drop-down menu. The drop-down menu contains a list of the users and groups you selected recently.

Information: In the case of serial ad hoc workflows, the workflow is delivered according to the order in the list. To change this order, use the Move up (small arrow icon pointing up) or Move down (small arrow icon pointing down) buttons.

Job instruction: In the Job instruction field, enter the individual job instruction for the user selected in the list. The user sees the job instruction in the Workflow step column of the Tasks work area as soon as they have accepted the workflow.

Escalation management: Click the Escalation management button to open the Escalation management dialog box. This dialog box is where you specify how long the workflow may remain with the respective user. You can also select a user who is notified if the deadline is missed.

Members of the group: If you select a group, you will see the group members in the Members of the group area.

Expand: If you click the Expand button, the group will not be displayed as a group. Instead, the individual members of the group are listed.

Information: If the group is selected, one member of the group can accept and edit the workflow. If you expand the group, every member of the group can accept and edit the workflow.

Closing options

Recipient: In the Recipient field, you can see which user will be notified when the ad hoc workflow is completed. To change the recipient, click Select user.

Success message: Enter a text for the completion message in the Success message field.

Cancellation message: Enter a text for this message in the Cancellation message field. This only applies to Approval type ad hoc workflows.

Withdraw the workflow from all users as soon as one user does not approve it: This option only applies for Parallel approval workflows. Enabling this option means that users no longer need to edit approval processes that have been canceled.

End script: Click the End script to choose a script that is executed after completing the ad hoc workflow.

OK: Click OK to start the ad hoc workflow.

Cancel: Click Cancel to close the dialog box without saving the changes.