Associating the Jive Copy Document Workflow to a SharePoint Document Library
Before the Jive Copy Document workflow can be used within a SharePoint document library, it must be associated to the document library by a manager of that library.
To associate the Jive Copy Workflow to the SharePoint document library:
- Select the document library where you want to associate the workflow.
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Navigate to the workflow settings page using the following instructions for the appropriate version of SharePoint.
- SP 2007: Choose and then click .
- SP 2010: From the ribbon, select .
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When the Add a Workflow page opens, select Jive Copy Document from
the list of workflow templates as shown in the following image.
Note: If the Jive Copy Document workflow template is not shown in this list, you either need to activate the "Jive Copy To Workflow" feature as noted in the beginning of this topic, or if you have recently upgraded, see Allowing New Instances for Jive Copy Workflow. - Enter the name of the workflow and either use the default information for the remaining Task List, Workflow History List, or Start Options fields or change them In the Start Options field, you can specify whether you want the workflow started manually and/or automatically when a document is created or updated.
- Click Next.
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Complete the Jive Copy Document Workflow form using the following
information to help you. The previous list provides more on SharePoint user
access to Jive.
Field Description Jive Instance Select a Jive Instance that you can access. If you want to give users the opportunity to change the Jive Instance when they manually run the workflow, select the Allow users to override box. Jive Place Name Click Browse to select a place where documents can live when you run this workflow and it copies the documents to Jive. If you want to give users the opportunity to change the Jive Place Name when they manually run the workflow, select the Allow users to override box. Populate Metadata Fields Select this option to populate additional metadata fields in this document library when the workflow runs. When selected, Jive saves the information about when the document was last copied to a specific Jive place and who last copied the document to a specific Jive place. If some users running this workflow do not have access to Jive, you need to uncheck Create SharePoint metadata fields and make sure the workflow is not allowed to run manually. Instead, the workflow should run automatically on adding and updating documents as specified in Start Options field described previously in Step 4. Metadata should not be popluated. Jive Tags Select one or more fields to be translated as tags in Jive when you run this workflow on a document. Create these fields by adding columns in the document library before you create this workflow. You can use Single Line of Text, Choice, Lookup, and Calculated fields to create tags in Jive. These fields may be multi-value choice fields (check boxes) and multi-value lookup fields, which transfer multiple tags. One tag is transferred to Jive for each value chosen. For example, if the choices are blue, green, and red, and the user selects blue and green, then both a blue and a green tag are associated with the document in Jive. Regardless of whether it is a single- or multi-value field, each value is considered an entire tag, but some special characters may be changed: - Spaces become underscores (_)
- Double quotes (") and single quotes (') are removed
- Commas (,) become semicolons (;)
- Backslash (\) becomes a front slash (/)
- Less than and greater than signs (< >) when put together in that order become underscore (_)
Note: If you are running this workflow automatically on document updates, you should make at least one field in your library a required field in addition to the Name field. This ensures that tag values are available when the workflow runs. - Click OK.
