Creating Routes

You can create routes that define a series of tasks that need to be completed.

You can create a route from Route Management or from an app that includes the New Route command in an action bar or toolbar.

Required access role: Author

Before you begin:

To create a route from an app other than Route Management, follow these steps:

  1. Locate and select the content for the route. You must have read access to the content to add it to a route.
  2. From the action bar or toolbar, click New Route .

To create a route using Route Management, follow these steps:

  1. Open the Route Management home page.
  2. Click New Route .

  1. In the Properties tab of the New Route dialog box, enter these details:

    Field Description
    Name The name you want to use for the new route, or select the Autoname check box to have the system assign a name with a prefix and a sequential number for the name, such as R-000305.
    Template If you want to base the route on a route template, click to search for and select a template. When you use a template, the members and tasks from that template are copied to this route. You can edit anything in the route that was entered from the route template.

    Route templates can be created by a Leader.

    Description Indicates the route's purpose.

    If you base the route on a template, the description is already entered. You can edit it as needed.

  2. To configure the route, expand Advanced Options. You only need to use these settings if you want to change the default behavior of the route.

    Field Description
    Route Base Purpose Determines the actions available for tasks included in the route.

    Purpose Description
    Standard Tasks can require the assignee's approval or a comment, or tasks can provide notification or information.

    Default.
    Approval Tasks require the assignee's approval.
    Review Tasks require the assignee's comment.

    Route Completion Action Determines what happens when the route is complete:

    Action Description
    Notify Route Owner When all tasks are completed, the system sends a notification to the route owner.

    Default.
    Promote Connected Object The system automatically promotes the object when the route is completed, assuming no other routes or requirements are blocking promotion and the route owner has promote access for the connected objects. The route owner is also notified of the route completion.

    If you have already added content to the route, you can only select this option if the route owner has promote access to that object.

    Demote content on Task rejection Define if the route content is demoted if the route is stopped when the approval task is rejected.

    Option Description
    Yes The route content is demoted if the route is stopped when the approval task is rejected.
    No The route content is not demoted.

    The content is demoted only if the route owner has access privileges to demote the content.

    Auto Stop on Rejection Define what happens when a task in the route is rejected:

    Stop Action Description
    Immediate The route stops immediately.

    Default.
    Deferred The route stops after other tasks at the current level are completed or rejected.

    Scope If you selected content prior to creating the route, shows the Bookmark of the selected content and cannot be changed. If you seclected a route template, shows the template's scope and cannote be changed.

    Choose All, Organization, or Select Scope. If you choose Select Scope, search for and select a specific Bookmark. You can only add content to the route if it belongs to the scope.

    Default: Organization
    Revert User Group(s) Assignment Define what happens when restarting or resuming a route when a person from a user group has accepted a task:

    Option Description
    Retain person assigned when restarting/resuming a route The same person who accepted the task is assigned the task when the route continues.

    Default.
    Reset to the original User Group(s) when restarting/resuming a route The task is reassigned to the user group and can be accepted by any one in that user group.

  3. Click the Content tab. You must have read access to content to add it to a route.

    If you selected content prior to creating the route, that content shows in the tab.

    You can drag content from another widget, such as 3DSearch or 3DDrive and drop it in the content list area. You can also click Add Existing or and search for the required content. You can only select content within the scope of the route. If you chose a Bookmark Root or Bookmark as the scope, the content must belong to that scope. You cannot add content from your local computer: you must first add it to a Bookmark Root.

    The widget adds the selected items to the Content tab, and lists the Bookmark Root that owns those items in the scope.

    You can click Remove to remove selected content from the route.

  4. In the Tasks tab, create the tasks that define the activities to be performed in the route. For more information, see Creating Tasks.
  5. Optional: Select the Create another check box to keep this panel open after you create the route.
    This lets you create multiple routes consecutively. The items from the Content tab are removed and the tasks from the Tasks tab are retained for the new route.
  6. To immediately start the route, click Start. You must have defined at least one task to start a route.

    To save the route without starting it, click Save as Draft. You can open the route at any time to edit it, such as adding tasks or content, and then start it.

The route is created. If you have selected the Create another check box, the route is added to the list of routes and the New Route dialog box remains open. If you have not selected the Create another check box, the route opens.