Workflow Status Permissions

Owned by Renaldo Figueiredo (Unlicensed)
Last updated: Jul 02, 2020 by Marleze Scheepers (Unlicensed)

For those businesses who do wish to use the Workflow Status option, the default starting point is the "Draft" status. The business can then implement other statuses as required.

The Status field in the Document Properties dialog reflects document workflow status. An employee can only set status values (against a Document) as listed and permitted in the Doc. Mgt. tab of the details dialog for the employee and any teams to which the employee belongs to. These values will be listed in the drop down on the Status field.


Individual employees or staff Teams can have set permissions for the workflow tasks they can perform in Nimbus CDM:

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By Employee

If you are an Admin user, you can access a staff member's workflow status permissions by going to Admin > Employees, then click on the referred employee's settings (blue arrow) and open the Doc. Mgt. tab.
The "Set" checkbox indicates that this is a Status that the Employee can set. Whenever an employee sets a status, a file conversation comment is added to the file. The comment is in the form of:
"<Name> has set documents status to <Workflow Status>"

Employee selected for Notifications

If an employee has been selected for notifications (in the "Notify" column), then that employee is added to the file conversation for this comment. On top of it, the file is also added to the notified staff's In Tray for a further follow up.

Employees who are able to Publish a Document

The "Published" checkbox indicates that the employee is permitted to publish a file only when the particular workflow status is shown in the document properties dialog, unless the employee has Document Admin access, in which case any listed state can be set or published (checkboxes are shown ticked and greyed when document admin is granted).
For example, in the above dialog the employee is not a document admin and is not a member of any team, then for the listed states:

  • The Status drop down for any document will show the values: "Draft", "Final", "Approval Requested" and "Submit to HR".
  • The employee can only publish a document which has Status values "Final", or "Approved"
  • When the employee sets "Submit to HR", the staff member David Eaton will be added to the file conversation for the comment "… has set document workflow status to Submit to HR".

If the document properties status field is blank, the staff member is permitted to publish the file.

By Team

If you are an Admin user, you can access a staff member's workflow permissions going to Admin > Teams, then click on the referred employee's settings (blue arrow), then go to the Doc. Mgt. tab.


Team Workflow Status

Firstly, a team must be created, and employees added to it prior to the Workflow Status being setup.

How to set a Team:

  1. Select Admin from the menu, and then click on Teams.
  2. Click the New Team icon to create a new Team.
  3. On the General tab, give the Team a name, and a description.
  4. On the Members tab, select the staff members who will belong to this team.
  5. Click the Doc. Mgt. tab and setup the Workflow Status for the team.


The workflow statuses are setup for the teams the same way as for individual employees.

Employees who belong to one or more teams

When an employee belongs to one or more teams, all his/her individual and team workflow permissions as well as the "notify" fields are merged on the background.