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Working with Levels

When, in the Properties Wizard, you assign writers, reviewers, and approvers to a document or questionnaire, you can create levels to specify which users get the document/questionnaire first, second, and so on. When you create multiple levels, all users on the first level must complete their tasks, such as reviewing the document/questionnaire, before the same task can be sent to the users at the next level.

The following instructions assume that you are currently working on one of these Properties Wizard steps: Writers, Reviewers, Approvers.

Add a Level

Click New Level.

Notice in the screenshot above that Level 2 has a dark border, indicating that this level is now active. Any users selected at this point are added to Level 2. To make Level 1 active again, click anywhere in Level 1.

Assign Users to a Level

Click a level to activate it, and then select users, departments, job titles, or groups. Notice that the number of selected users in the level is updated automatically.

Move Users Between Levels

Click and drag a user to the desired level.

Note: To move multiple users at once, hold down the Ctrl key as you select each user, and then click and drag the selection. To select a range of users, click the top user and then hold down the Shift key as you click the last user.

Adjust Level Settings

With multiple levels, Due Date and Minimum Required Users settings exist for each level.

Set Due Dates

For instructions on setting due dates, see Setting Due Dates for Writing, Review, Approval, and Assignee Tasks.

Set Minimum Required Users

(Optional) By default, all assigned writers, reviewers, or approvers must complete their tasks before the document/questionnaire moves on in the workflow. Alternatively, you can set a minimum number of those assigned and have the document/questionnaire moved on in the workflow as soon as that number of writers, reviewers, or approvers complete their tasks.

In a level header, click , select Require [X] Users, type a number, and then click OK.

Note: If a group is included and is both inherited from the template and designated as required, users within the group are counted individually toward the Require number. For example, suppose that, on a particular approver level, there is one individually assigned approver and a required group inherited from the template containing three approvers. If you set the Require number at 2, either of the following would complete the level: the individually assigned approver and one user from the required group accepts the document/questionnaire; two users from the required group accept the document/questionnaire.

Remove a Level

A level must be empty before you can remove it.

Remove all users, groups, departments, and job titles from the level.
Do one of the following:

Click , and then click Yes.

Click Save or click another Properties Wizard step to automatically remove the empty level.