{"id":20433,"date":"2022-03-25T13:46:02","date_gmt":"2022-03-25T12:46:02","guid":{"rendered":"https:\/\/help.openbee.com\/preference-management\/"},"modified":"2026-05-13T10:47:49","modified_gmt":"2026-05-13T08:47:49","slug":"preference-management","status":"publish","type":"page","link":"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/preference-management\/","title":{"rendered":"Preference Management"},"content":{"rendered":"\n<p>From the list of workflows, click on the &#8220;<strong>Edit<\/strong>&#8221; icon of the workflow you want to edit:<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355927-translated.png\" alt=\"\"\/><\/figure>\n\n<p>The workflow diagram is displayed, as well as the &#8220;<strong>Preferences<\/strong>&#8221; form (left side of the screen).<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355928-translated.png\" alt=\"\"\/><\/figure>\n\n<p>The parameters defined during<a href=\"https:\/\/help.openbee.com\/en\/open-bee-portal\/administrators-guide\/administration-du-workflow\/creating-an-automatic-workflow\/\" data-type=\"page\" data-id=\"3065\">the creation of the workflow <\/a>can be modified from this form:<\/p>\n\n<ul class=\"wp-block-list\"><li>Name<\/li><li>Supervisors<\/li><li>Enabling the workflow<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355929-translated.png\" alt=\"\"\/><\/figure>\n\n<p>Checking the box next to &#8221; <em>Allow workflow initiator to track their document&#8221; <\/em>allows a user who is not a workflow supervisor to track only the documents they have filed in that workflow.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355971-translated.png\" alt=\"\"\/><\/figure>\n\n<p>Other sections are also available:<\/p>\n\n<p><strong>&#8220;Triggering&#8221; section<\/strong><\/p>\n\n<p>Retrigger the workflow: we have 3 types of actions that allow you to <strong>retrigger the workflow: <\/strong><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355939-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li><strong>Start workflow when adding <\/strong> a version: Select this checkbox to trigger the workflow when adding a new version of a document.<\/li><\/ul>\n\n<ul class=\"wp-block-list\"><li><strong>Start the workflow when editing metadata: <\/strong>Select this checkbox to have the workflow triggered when a metadata is changed<\/li><li><strong>Start the workflow when moving the document:<\/strong> Select this checkbox to trigger the workflow when the document is moved.<\/li><\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>The workflow is triggered again on the document only if the document is not already being processed in the workflow.<\/p><\/blockquote>\n\n<p><strong>&#8220;Permissions&#8221; section<\/strong><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355940-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li><strong>Allow the consultation of <\/strong>documents awaiting validation: check this box so that documents awaiting processing in the workflow are visible to users in the &#8220;Documents&#8221; tab.<\/li><li>Allow metadata editing: Select this checkbox to allow workflow actors to edit <strong>metadata <\/strong>during task processing even if they don&#8217;t have this permission outside of task processing.<\/li><\/ul>\n\n<p><strong>&#8220;Notifications&#8221; section<\/strong><\/p>\n\n<p><strong>Workflow End Notification:<\/strong> This interface allows you to send 4 types of notifications when a document leaves the workflow (whether it is validated or rejected).<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355942-translated.png\" alt=\"\"\/><\/figure>\n\n<p>Select a user or group to notify either:<\/p>\n\n<ul class=\"wp-block-list\"><li>Supervisors (you can also choose the <strong>status <\/strong>&#8220;All&#8221;, &#8220;Validate&#8221; or &#8220;Deny&#8221; by clicking  <img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2022\/03\/273355941.png\"\/><\/li><li>To the user who filed the document<\/li><li>Has defined users or groups<\/li><li>Has a dynamic user based on a value in a metadata<\/li><\/ul>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>Notifications sent in workflows are only sent to users with an account in Open Bee Portal. It is not possible to send an email to an external user.<\/p><\/blockquote>\n\n<p>Since version 6.13.0 of Open Bee Portal, it is possible to enrich the notification sent at the end of the workflow by adding the validated document in the workflow as an attachment.<\/p>\n\n<p><strong>Attention <\/strong>:<em>  The document will only be added as an email attachment if the recipient&#8217;s notification frequency is set to immediate. In case the recipient receives a daily or weekly summary email, the documents are not added as attachments.  <\/em><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/image-96-translated.png\" alt=\"The alt attribute of this image is empty, its filename is image-96.png.\"\/><\/figure>\n\n<p><\/p>\n\n<p><strong>&#8220;Post-processing&#8221; section<\/strong><\/p>\n\n<p>Move the document to this folder in <strong>case of &#8220;rejection&#8221;, &#8220;validation&#8221; or &#8220;All&#8221;: here select a folder in the<\/strong> EDM to which all documents validated and rejected as part of the workflow will be moved.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355945-translated.png\" alt=\"\"\/><\/figure>\n\n<p><strong>XML export as output of the workflow  <\/strong><\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355944-translated.png\" alt=\"\"\/><\/figure>\n\n<ul class=\"wp-block-list\"><li><strong>Upload file to server<\/strong> : Select this checkbox to enable the export of metadata in XML format when a document exits the workflow. The exported data is stored on the server, in the &#8220;data\/workflow\/exportXML&#8221; subfolder of the installation folder.<\/li><li><strong>Drop the file into a directory in the EDM: <\/strong>check this box to enable the export of metadata in XML format when a document leaves the workflow. The exported data is stored in a folder in the EDM in case the server is not accessible.<\/li><li>Check the<strong> &#8220;Add validation information to Office documents&#8221; <\/strong>option to select the task used to determine the validation information:<\/li><\/ul>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355946-translated.png\" alt=\"\"\/><\/figure>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>Click on &#8220;<strong>Save<\/strong>&#8221; to save your workflow settings.<\/p><\/blockquote>\n\n<blockquote class=\"wp-block-quote is-layout-flow wp-block-quote-is-layout-flow\"><p>The workflow can be saved at any time by clicking on the &#8220;<strong>Save<\/strong>&#8221; button, even if the setup has not been completed.<\/p><p>The workflow can be completed and validated the next time you log in.<\/p><\/blockquote>\n\n<p>A saved workflow may not be valid if transitions are missing. In this case, it cannot be started and will not be visible to the supervisor.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355930-translated.png\" alt=\"\"\/><\/figure>\n\n<p>A saved and valid workflow can be started. It is visible to the supervisor.<\/p>\n\n<figure class=\"wp-block-image\"><img decoding=\"async\" src=\"https:\/\/help.openbee.com\/wp-content\/uploads\/2026\/03\/273355931-translated-1.png\" alt=\"\"\/><\/figure>\n","protected":false},"excerpt":{"rendered":"<p>From the list of workflows, click on the &#8220;Edit&#8221; icon of the workflow you want to edit: The workflow diagram is displayed, as well as the &#8220;Preferences&#8221; form (left side of the screen). The parameters defined duringthe creation of the workflow can be modified from this form: Name Supervisors Enabling the workflow Checking the box [&hellip;]<\/p>\n","protected":false},"author":2,"featured_media":0,"parent":20491,"menu_order":4,"comment_status":"closed","ping_status":"closed","template":"templates\/ob-help-products.php","meta":{"footnotes":""},"class_list":["post-20433","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20433","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/users\/2"}],"replies":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/comments?post=20433"}],"version-history":[{"count":3,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20433\/revisions"}],"predecessor-version":[{"id":38741,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20433\/revisions\/38741"}],"up":[{"embeddable":true,"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/pages\/20491"}],"wp:attachment":[{"href":"https:\/\/help.openbee.com\/en\/wp-json\/wp\/v2\/media?parent=20433"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}