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One convenient feature of Approval Manager is the ability for managers to create new collaborative users on the fly. This removes the burden of having to get the system administrator involved just to add users not yet in the system but who you want to add as managers, reviewers, or producers of a proof.
New collaborative users can be created by existing internal users and collaborative users, provided that they have management responsibilities for a proof and have been granted the "Collaborative User Entry and Edit" permission by the administrator.
The following restrictions apply to new users created by other non-administrator users:
- Only collaborative users can be created in this fashion. Internal users can only be created in the system by the administrator user.
- Any user created by a collaborative user who is assigned to a customer will automatically be assigned to the same customer.
- Any user created by a collaborative user who is not assigned to a customer cannot be assigned to a customer.
A manager has two ways of creating a new collaborative user: from the New Proof Page or from the Manager Dashboard.
Creating a Collaborative User from the New Proof Page
When creating a new proof, you can also create a new collaborative user as part of the workflow. For more information on how to create a new proof, read Creating New Approval Processes.
1. On the New Proof page, under the Workflow Information section, click on either the magnifying glass icon under the Production Stage or the Approval Stages. Whichever one you choose will determine what stage the user will be assigned to.
A window will pop-up with a list of previously created users. If the user you want to assign to the proof isn't in the list, you can choose to create a new user.
2. Select Create New Users in the lower-left corner of the window.
3. Another window will pop-up. In this window you will fill out the User Attributes for your new collaborative user including email, first name, and last name. You can also choose to create a password for the user or have the user create their own through an email invite by either checking or unchecking the Send Invite option.
Under the Customer section, you can click on the magnifying glass icon to assign the new user to a previously created customer/company.
4. When finished, click on either of the Add buttons located in the top-right or bottom-right corners. You should now see the new user in the text box above the Create New User link. Click OK and your new collaborative user will be assigned to your new proof.
Creating a Collaborative User from the Manager Worklist
Often times you might decide you want to add another collaborative user when you're in the middle of a proof. You can do so from the Manager worklist.
1. Select the blue Manage button on the proof you want to add a new user to.
This will take you to the Proof Workflow Page. From this page, you can add users to either the Production or Approval Stages under the Workflow Information section by selecting either the Edit Users or Edit Reviewers links.
2. In this case we will add a user to the Production Stage so click on the Edit Users link.
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 | Note:* If the proof is in the Approval Stage of the workflow, you will not be able to edit the Production Stage users. |
In the pop-up window you have the option to add a new user and deselect current users assigned to the stage by checking or unchecking the box next to their name.
3. Select the add new staff link (or the add new reviewer link if you selected to create a new reviewer under the Approval Stage).
From here you will follow steps 2-4 under the Creating a Collaborative User from the New Proof Page guide located at the beginning of this article.
4. Select OK when you have completed these steps and a new collaborative user will now be added to your workflow.