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Setting Category Routing Rules in Cognidox

How to Implement Routing Rules for Document Review, Approval, and Notification

You can use the Category Defaults functionality to set up routing rules, which define required reviewers, approvers, and notifiers for documents in a category, giving you greater consistency and control over document lifecycle.

Note: This is different from setting default document reviewers on an individual document, which is described in this help topic.

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What's in this article?

This article contains the following information for Admin users:


Tip: If you want more on this topic, check out the online help.

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Example: An existing routing rule in action

This section illustrates what happens when a user creates a document and adds a version in a category that has existing routing rules in place.

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General procedure for creating routing rules

The general procedure for creating any of the routing rules (reviewer, approver, notifier) is the same. We'll create and apply a routing rule for required reviewers.

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To create a routing rule for required reviewers for documents in a category:

  1. Navigate to the category, click Defaults, and display the Reviewers, Approvers & Notifiers tab.
  2. Add a Description, set the Application (e.g. Drafts and issues) and Sub-categories (e.g. Just this category) to which the rule applies.
  3. Add sets of Required and Optional users and groups (an Approval routing rule is the only type that can't have optional users). See the note below on why you might add multiple sets.
  4. Set the Rule Filters (see note below) and click Update Rule. 

Why add multiple sets of users?

Let’s say you’ve got a couple of teams that need to review:
Engineering, consisting of Edgar and Edward
Quality, consisting of Karl and Keith.
If you want at least one of Engineering to review and one of Quality to review, you can’t do it with just one set of reviewers. You need a rule like:
  • One of either Edgar or Edward AND
  • One of either Karl or Keith
To do this, you need two sets of reviewers. The same logic applies to Approval rules.

Notes on Rule filters:

  • For example, you can set the rule to be applied to documents with a particular document type, or that have a particular security profile applied.
  • You can apply multiple rule filters to the same routing rule.

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Replacing rule users

You can change the people using an existing routing rule:

  1. Navigate to the category (use the technique in Finding categories with routing rules applied) and click Defaults.
  2. Display the Reviewers, Approvers & Notifiers tab and click Replace rule users.
  3. In the list of users and groups, click on a name in one of the columns (Approval, Review, or Notification) and type in a new user name. (Press Esc to cancel.)
  4. Change the application and comment if necessary, and click Change Users.

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Finding categories with routing rules applied 

It can be useful to see which categories currently have routing rules applied. 

You might think that you can do this using the Cognidox Search facility, but that only finds things relating to documents, not categories. So you need to use the Report function instead:

  1. Display the Cognidox homepage and choose Manage Cognidox from the menu.
  2. Click the Cognidox Reports link and select Categories with routing rules from the drop-down list.

The report lists all categories with routing rules applied, and lists the routing rules for each category. You can:

  • Click on a category link to navigate to it
  • Click Set routing rules… to edit the existing rules for that category. 

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