Understanding Librarian
Workflows
HOW TO CONFIGURE AND USE WORKFLOWSTO MANAGE FILES IN LIBRARIANSUPPORTS: BARTENDER ® 2021 PREVIEW 2Contents
Overview
About Workflows
Workflow Designer
StatesTransitions
About Workflow Rules
Workflow Email Notifications
Print Portal Workflow Support
Appendix A: Lifecycle Workflow Tutorial
Prerequisites
Create the Workflow
Create a Workflow Rule to Assign the Workflow to a File Type
Add a Document to Librarian and Send It Through the Workflow
Appendix B: Approval Workflow Tutorial
Prerequisites
Create the Approval Workflow
Create a Workflow Rule to Assign the Workflow to a File Type
Add Print Portal to the Librarian Configuration
Add a Document to Librarian and Send It to Review
Use Print Portal to Approve the Document and Sent It to Production
Appendix C: Email Notification Variables
Related Documentation

3
4
6
7
7
8
9
10
12
12
12
15
19
22
22
23
28
32
33
34
37
40

Overview
In BarTender 2021 Preview 2, new workflow management functionality is added to support
customers who want the following capabilities and features:
l

l

l

l

l

Use a straightforward graphical object-based drag-and-drop interface to design custom
workflow models that are specific to your business caseCreate unique workflows for specific file types or for files in specific folders in Librarian
Control who can access and advance files through the workflow at each state in a file's life
cycle
Send automatic email notifications to specific recipients when files move between workflow
steps
Access Print Portal web pages to review and approve BarTender documents and send them toproduction

This document describes workflow concepts in general and the new tools that you can use to build
custom workflows to support your unique business processes.
Additionally, this document provides two hands-on tutorials to help you understand how to create
and use workflows in BarTender 2021 Preview 2. To use these tutorials, refer to Appendix A:
Lifecycle Workflow Tutorial and Appendix B: Approval Workflow Tutorial.

Understanding Librarian Workflows3

About Workflows
Typically, the term workflow refers to a repeatable pattern of discrete actions that advance an item
(such as a product, service, or document) through a series of steps and thus define the life cycle ofthe item. Workflows can help you automate your business processes, such as reviewing label
designs or approving documents for production.
BarTender 2021 Preview 2 provides customizable workflow functionality that you can use to define
workflow states and transitions to help manage your file and document life cycles.
For example, consider the following scenario:
A client wants you to develop a nutritional label for their company to use on packaging.
You assign the task of designing the label to one of your employees. After the design iscomplete, another employee reviews it to verify that the design meets your client's
specifications. Finally, the label is either rejected and returned to the designer or isapproved and delivered to your client for production.
One possible workflow for this scenario includes the following states:lDesignl

Reviewl

Production

The transitions from one state to the next might be called "Submit for Review," "Approve" or "Reject,"and "Submit For Design."
This sample workflow would resemble the following.

Understanding Librarian Workflows4When you use a workflow that assigns states and transitions to files, you can do the following:lCreate representations of the life cycle for all of your files.

lTrack the status of files from start to finish.

l

Send notifications to particular users and groups when a file changes.

llLimit the users whom you want to have access to the file at each stage in its life cycle (forexample, you might want to specify that only members of your design team can edit the file
while it is in the Design state).
Create branches at decision points. For example, in the Review state, a reviewer can either
approve the file and move it to the Production state or reject the file and automatically send it
back to the Design state together with an email notification to the designers that informs
them that the file was rejected.

Understanding Librarian Workflows

5

Workflow Designer
BarTender 2021 Preview 2 includes the Workflow Designer, which is an object-based graphical userinterface that you use to create, save, and modify workflows. In the Workflow Designer, the processfrom one workflow step to another is represented by state and transition objects.
To access the Workflow Designer, open the Librarian Setup page in Administration Console, andthen click New Workflow in the Workflows area, as shown.

When you click New Workflow, you are given the option to select a preconfigured template or tostart from a blank canvas.

Depending on the option that you select, the Workflow Designer opens and displays a preconfigured
template or a blank design canvas.
For all state and transition objects, you can configure the object properties. These properties varydepending on the object and include: specifying which users can move a file to particular states andtransitions, prompting users to add a comment, and sending email notification messages when thefile moves through specific steps in the workflow.

Understanding Librarian Workflows

6In the following image, the rectangle that is labeled Design is a state object, and the line that islabeled Submit For Review is a transition object.

StatesThe Workflow Designer uses two kinds of state objects: a "generic" state object and an approvalstate object (which is a specialized state object that is used for review scenarios). The properties ofthese objects vary depending on where they are located in the workflow and include the following:llDefault initial state: The first state that a new file is assigned to in the workflow by default. For
example, you might want all newly added files to be assigned to a Draft state. In this case, you
would configure your Draft state object to be the default initial state.
Set as production (published): Configure this option when you want users who havepermissions to access published files to be able to access this file when it is in this state.

When you integrate Print Portal with Librarian, you mustselect this option when you want documents to appear in the
Librarian root folder in Print Portal.

To add a state or approval state object to your workflow, click the object in the Workflow Designer
ribbon, and then click in the location where you want to place the object.

Transitions
Transitions represent the connection between two states and the events that occur as a file moves
from one state to another, such as the sending of a notification message or a prompt for the user to
add a comment.
To add a transition object to your workflow, click the object in the Workflow Designer ribbon, point to
the first state object that you want to connect it to until the sizing handle appears, drag thetransition object to the second state object that you want to connect it to until the sizing handle
appears, and then drop the transition object.

Understanding Librarian Workflows

7

About Workflow Rules
After you design and configure your workflow, you must assign it to the specific files and file types in
Librarian that you want to apply it to. To do this, you configure a workflow rule.
For example, you might need to create two workflows: one that applies only to the BarTender
documents that reside in a particular Librarian folder, and one that applies only to the image files inthat same folder. Or, you might want one workflow to apply to all the files in a particular folder and asecond workflow to apply to files in a different folder. In either case, you can create a workflow rulethat applies each workflow to the specific file types and/or folders that you want.
In BarTender 2021 Preview 2, you use the Workflow Rules dialog to create and modify workflow
rules. To access this dialog, open the Librarian Setup page in Administration Console, and then click
New Workflow Rule in the Workflow Rules area. When the dialog opens, click New Rule to create arule, as shown.

The rules that you create are listed in the Workflow Rules dialog in order of priority. The least specificrule should be listed at the top (lowest priority) and the most specific at the bottom (highest priority).

Understanding Librarian Workflows

8

Workflow Email Notifications
You can configure a notification email message to be sent to specified users and groups whenever a
file goes through a particular transition or enters a particular state. You can also configure
notifications to be sent to reviewers when a file requires an "approve or reject" decision.
Workflow email notifications depend on an SMTP service to be defined on the Email Servers page in
Administration Console. To access this page, use one of the following methods:ll

In Administration Console, click Email Servers in the left navigation pane.
In the Workflow Designer, click the Notifications tab in the properties pane for the selectedstate or transition object, click to select the Send notification check box, and then click
Setup. In the Notification dialog, click Configure next to the Email Server option.

The name of the check box and dialog vary depending onwhether the selected object is a state object or a transition
object.

When you configure a notification email message, you can add variables to the message body sothat information about the file and/or workflow is included automatically in the email message. You
can also use variables to add buttons or links to the email message that incorporate Print Portal
approval processes. For more information about these variables, refer to Appendix C: EmailNotification Variables.

Understanding Librarian Workflows

9Print Portal Workflow Support
Use Print Portal to streamline your workflows by facilitating online document review and approval
processes that are integrated with email notifications.
Print Portal is a web-based application that provides an interface for selecting and printing
BarTender documents. A web server "hosts" Print Portal, which makes BarTender documents
accessible to other computers and mobile devices over the Internet or intranet. Users in yourcompany can easily print documents by using a web client interface to select the document that theywant to print.
When you use workflows for BarTender documents that are stored in Librarian, you can send email
notifications to your users and reviewers. When you include Print Portal in your configuration, thoseemail notifications can include buttons, as shown, and links that give your email recipients access to
Print Portal so that they can review and approve or reject documents in the Print Portal interface.

When the email recipient clicks the button or link, Print Portal opens to the Workflow Transition
page, where the user can review and then approve or reject the document, as shown.

Understanding Librarian Workflows10If you did not install Print Portal as part of your BarTender 2021 Preview 2 installation, you can add it.
To do this, follow these steps:
1. Browse to and then double-click the BarTender installation package file. Alternatively, in
Windows Control Panel, click Programs, click Uninstall a program, click BarTender, and thenclick Change.
2. In the User Account Control dialog, click Yes. The BarTender Setup wizard starts.
3. Click to select Modify, and then click Next.
4. On the Advanced Installation Options page, click to select BarTender with Print Portal, andthen click Next.
5. Complete the remaining pages in the wizard.
After Print Portal is installed, you must associate it with your instance of Librarian. To do this, follow
these steps:
1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Print Portal. Print Portal opens in a browser window.
2. Copy the Print Portal URL from the browser's address bar.
3. On the Librarian Setup page in Administration Console, paste the URL in the Print Portal URL
field under Other Options.

After you add Print Portal to the Librarian configuration, you can use the email variables that support
the Print Portal approval pages when you configure email notifications for your workflows. Thesevariables provide the buttons and links that your email recipient can use to access Print Portal toreview and approve or reject documents.
For more information about these variables, refer to Appendix B: Email Notification Variables.

Understanding Librarian Workflows

11Appendix A: Lifecycle Workflow Tutorial
This tutorial walks through a series of procedures that demonstrate how to create a workflow, how
to create and apply a workflow rule to a file, and how to add a file to Librarian and then send it
through the various workflow steps.
For this tutorial, you will use a preconfigured Lifecycle workflow template that includes sample state
and transition objects, as shown in the following image.

Prerequisites
Before you begin this tutorial, make sure that you have the following components in place:lWindows 10 client with the latest updates installedl

BarTender 2021 Preview 2 installed with the product key appliedl

A BarTender (*.btw) document

Create the Workflow
In this procedure, you will access the Workflow Designer through Administration Console and thenuse it to create and configure a short workflow.
1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Administration Console.
2. In Administration Console, click Librarian Setup in the left navigation pane to open the
Librarian Setup page.

Understanding Librarian Workflows

123. In the Workflows area, click New Workflow.

4. In the Create New Workflow dialog, three template options are provided: Blank, Lifecycle, andApproval. Click Lifecycle.

Understanding Librarian Workflows

13

The Workflow Designer opens and displays the workflow template.
5. On the design canvas, click each state and transition object, and notice the various object
properties that are available in the properties pane to the right of the canvas. For now, leave
the default settings.
6. Click Validate Workflow. When you do this, a process runs that verifies that the workflow
elements are configured correctly so as to make the workflow design usable. You receive amessage that indicates that your workflow design is verified.

7. Save your workflow. To do this, click the Save icon in the upper left corner to open the Save
Workflow dialog. Name the workflow “Tutorial Workflow.”

Understanding Librarian Workflows

148. Close the Workflow Designer. Your new workflow appears in Administration Console in the
Workflows area.

9. In the Action column for the workflow, click Publish Changes. When you do this, the workflow
becomes available to Librarian, and you can now assign it to specific files and file types in
Librarian. To do this, you create and use a workflow rule.

Create a Workflow Rule to Assign the Workflow to a File TypeIn this procedure, you will create a workflow rule to assign your new workflow to Librarian files thathave a specific file type (in this case, BarTender [*.btw] documents).
1. In Administration Console, in the Workflow Rules area of the Librarian Setup page, click New
Workflow Rule to open the Workflow Rules dialog.
2. Click New Rule to open the New Rule dialog.

Understanding Librarian Workflows

15

3. In the For files in Librarian folder(s) field, add an asterisk character (*) after lib:// so thatthe text in that field is lib://*. This specifies that the workflow is applied to all files in the lib://
folder and in all of its subfolders.
4. In the With file type(s) field, enter *.btw. This specifies that the workflow is applied to all
BarTender document files.
5. Make sure that the Use workflow option is selected and that your workflow is selected in the
Workflow list.
6. In the Rule Comments field, add a comment, such as “My first workflow rule for BTW files.”The settings in the New Rule dialog should now be as shown.

Understanding Librarian Workflows

167. Click OK to close the New Rule dialog. Your new workflow rule appears in the Workflow Rules
dialog. Make sure that the Enabled check box is selected for the rule so that you can use it.

8. In the Workflow Rules dialog, click Publish to start the Publish Changes wizard, which
validates the rule and displays any effect that the rule will have on existing files that it applies
to.

Understanding Librarian Workflows

17

This wizard examines every file that this rule and its
associated workflow will affect when it is applied and alerts
you to any workflow state changes that might occur. In thecase of this tutorial, there are no changes that will occur, but
in the case of existing files that a new rule applies to, you
might need to decide how to handle the workflow statechanges that might occur.
9. On the Update Workflow and State Assignments page of the wizard, enter a comment in the
Begin by entering a comment field, and then click Next.

10. On the Select Initial File State page, click Next.

Understanding Librarian Workflows

1811. On the Ready to Publish page, click Publish.

12. On the Publishing Complete page, click Finish.
The workflow rule is displayed in the Workflow Rules area in Administration Console, and it will
now apply your workflow to new files that you add to Librarian.

Add a Document to Librarian and Send It Through the Workflow
In this procedure, you will add a BarTender document to the Librarian folder that you specified in theworkflow rule to assign that document to the workflow. You will then send the document through theworkflow steps.

Understanding Librarian Workflows

19

1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Librarian.
2. In Librarian, click File, and then click Add.
3. In the Add Files dialog, browse to and then double-click your BarTender document (*.btw) file.
4. Add a comment in the Add File(s) dialog, and then click Add. The file appear in the Files panein Librarian. Notice that the Workflow and State columns display the name of your workflow("Tutorial Workflow") and the current workflow state ("Design") for the document.

5. Right-click your BarTender document, and then point to Transition. Notice that the name of
the next workflow transition ("Submit For Staging") is displayed. This is the name of thetransition object that was configured in Workflow Designer for the transition between the
Design state and the Staging state.

Click Submit For Staging, add a comment in the Submit For Staging dialog, and then click OK.
6. In Librarian, notice that the State column in the Files pane now displays "Staging," just as was
defined in the workflow.

7. Move the document to the next state by using a different method. In the Details pane, whichlists detailed information about the selected file and about the workflow, notice that theUnderstanding Librarian Workflows

20Transition field under Workflow Information displays the Submit For Production option thatwas defined in the workflow.

Click Submit For Production. Notice that the State column in the Files pane now displays"Production."

You have now successfully built and run your first BarTender 2021 Preview 2 workflow. This was a
short life cycle workflow, and you can build on it by adding more states and transitions as needed, byadding email notifications for each step, and by integrating Print Portal functionality. For more
information about how to do these things, refer to the following chapters in this document:lWorkflow DesignerlWorkflow Email NotificationslPrint Portal Workflow Support

Understanding Librarian Workflows

21

Appendix B: Approval Workflow Tutorial
This tutorial walks through a series of procedures that demonstrate how to do the following:
l

l

l

l

l

l

Create a workflow that includes a step in which a reviewer must approve or reject a file
Configure email notifications for the "approve or reject" option that incorporate Print Portal
functionality
Create a workflow rule to apply the workflow to a file type (in this case, a BarTender [*.btw]
document)
Add Print Portal to the Librarian configuration so that you can use its functionality to review
and approve or reject the document
Add the document to Librarian and then send it through the workflow up to the "approve or
reject" step, which will trigger the email notification to be sent
Use the Review and Approve button in the email message to access Print Portal to approvethe document and send it to production

For this tutorial, you will use a preconfigured Approval workflow template that includes the necessary
state and transition objects and one "approve or reject" review option, as shown in the following
image.

Prerequisites
Before you begin this tutorial, make sure that you have the following components in place:

Understanding Librarian Workflows

22

lWindows 10 client with the latest updates installedl

BarTender 2021 Preview 2 installed with Print Portal and with the product key appliedl

A BarTender (*.btw) documentl

An SMTP email server that was configured by using the Email Servers page in Administration
ConsoleCreate the Approval Workflow
In this procedure, you will access the Workflow Designer through Administration Console and thenuse it to create and configure a short workflow that includes "approve" and "reject" options andemail notification settings.
1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Administration Console.
2. In Administration Console, click Librarian Setup in the left navigation pane to open the
Librarian Setup page.

Understanding Librarian Workflows23

3. In the Workflows area, click New Workflow.

4. In the Create New Workflow dialog, three template options are provided: Blank, Lifecycle, andApproval. Click Approval.

The Workflow Designer opens and displays the workflow template.
5. Click the approval state object (the pentagon that is labeled Review), and then click theGeneral tab in the Approval State property pane.

The approval state object is a specialized state object thatmakes it possible for users who have the correct permissions
to either approve the document and advance it from thisstate to the next state (in this tutorial, to Production) or rejectthe document and send it back to a previous state (in thistutorial, to Design).

Understanding Librarian Workflows

24

6. Under Before leaving state, click to select All members must approve. This specifies that allof the users and groups that are listed in the Assigned members field are required to approvethe document.

When you create your own workflows, you can use the otheroptions to specify that any member or a specific number ofmembers in the Assigned members list is needed to approveor reject the document.
7. Under the Assigned members field, click Add to open the Add User or Group dialog.
8. In the Add User or Group dialog, select the Windows alias that you used to log in to the
Windows 10 client computer, and then click OK. Your Windows 10 alias appears in the
Assigned members list.

Understanding Librarian Workflows

259. Configure email notifications for the Review state object and its associated Approve andReject transition objects. To do this, follow these steps:
a. On the design canvas, select the Review state object (the pentagon that is labeled
Review).
b. In the Approval State property pane to the right of the design canvas, click the
Notifications tab, and then click to select the Send approval notification check box.

Understanding Librarian Workflows26

c. Click Setup to open the Approval Notification dialog.
This dialog is preconfigured to include the email server that you configured in
Administration Console and several variables that will be substituted with data whenthe email message is sent. For example, the %FileName% variable that appears in the
Subject line of the email message will be substituted with the name of the file that isbeing sent for review. For now, leave the default settings and click OK to close thedialog.
d. Repeat steps a to c for the Approve and Reject transition objects.
10. Click Validate Workflow. You receive a message that indicates that your workflow design isverified.

11. Save your workflow. To do this, click the Save icon in the upper left corner to open the Save
Workflow dialog. Name the workflow “Tutorial Workflow.”

Understanding Librarian Workflows

2712. Close the Workflow Designer. Your new workflow appears in Administration Console in the
Workflows area.

13. In the Action column for the workflow, click Publish Changes. When you do this, the workflow
becomes available to Librarian, and you can now assign it to specific files and file types in
Librarian. To do this, you create and use a workflow rule.

Create a Workflow Rule to Assign the Workflow to a File TypeIn this procedure, you will create a workflow rule to assign your new workflow to Librarian files thathave a specific file type (in this case, BarTender [*.btw] documents).
1. In Administration Console, in the Workflow Rules area of the Librarian Setup page, click New
Workflow Rule to open the Workflow Rules dialog.
2. Click New Rule to open the New Rule dialog.

Understanding Librarian Workflows28

3. In the For files in Librarian folder(s) field, add an asterisk character (*) after lib:// so thatthe text in that field is lib://*. This specifies that the workflow is applied to all files in the lib://
folder and in all of its subfolders.
4. In the With file type(s) field, enter *.btw. This specifies that the workflow is applied to all
BarTender document files.
5. Make sure that the Use workflow option is selected and that your workflow is selected in the
Workflow list.
6. In the Rule Comments field, add a comment, such as “My first workflow rule for BTW files.”The settings in the New Rule dialog should now be as shown.

Understanding Librarian Workflows

297. Click OK to close the New Rule dialog. Your new workflow rule appears in the Workflow Rules
dialog. Make sure that the Enabled check box is selected for the rule so that you can use it.

8. In the Workflow Rules dialog, click Publish to start the Publish Changes wizard, which
validates the rule and displays any effect that the rule will have on existing documents that it
applies to.

Understanding Librarian Workflows

30

This wizard examines every file that this rule and its
associated workflow will affect when it is applied and alerts
you to any workflow state changes that might occur. In thecase of this tutorial, there are no changes that will occur, but
in the case of existing files that a new rule applies to, you
might need to decide how to handle the workflow statechanges that might occur.
9. On the Update Workflow and State Assignments page of the wizard, enter a comment in the
Begin by entering a comment field, and then click Next.

10. On the Select Initial File State page, click Next.

Understanding Librarian Workflows

3111. On the Ready to Publish page, click Publish.

12. On the Publishing Complete page, click Finish.
The workflow rule is displayed in the Workflow Rules area in Administration Console, and it will
now apply your workflow to new files that you add to Librarian.

Add Print Portal to the Librarian Configuration
In this procedure, you will add Print Portal to the Librarian configuration so that you can use its
functionality to review the document and approve or reject it.

Understanding Librarian Workflows32

1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Print Portal. Print Portal opens in a browser window.
2. Copy the Print Portal URL from the browser's address bar.
3. On the Librarian Setup page in Administration Console, paste the URL in the Print Portal URL
field under Other Options.

Add a Document to Librarian and Send It to Review
In this procedure, you will add a BarTender document to the Librarian folder that you specified in theworkflow rule to assign that document to the workflow. You will then send the document through theworkflow to the Review state.
1. In Windows, click the Start button, expand the BarTender 2021 Preview 2 folder, and thenclick Librarian.
2. In Librarian, click File, and then click Add.
3. In the Add Files dialog, browse to and then double-click your BarTender document (*.btw) file.
4. Add a comment in the Add File(s) dialog, and then click Add. The file appear in the Files panein Librarian. Notice that the Workflow and State columns display the name of your workflow("Tutorial Workflow") and the current workflow state ("Design") for the document.

5. Right-click your BarTender document, and then point to Transition. Notice that the name of
the next workflow transition ("Submit For Review") is displayed. This is the name of thetransition object that was configured in Workflow Designer for the transition between the
Design state and the Review state.

Understanding Librarian Workflows

33

Click Submit For Review, add a comment in the Submit For Review dialog, and then click OK.
6. In Librarian, notice that the State column in the Files pane now displays "Review," just as was
defined in the workflow.

7. In your email client, look for the email notification message that Librarian sent. The subject
line will say "<FileName>.btw is ready for review," and the message body resembles thefollowing.

Use Print Portal to Approve the Document and Sent It to Production
In this procedure, you will use the Review and Approve button in the email notification to access
Print Portal so that you can review and approve the document and send it to the Production state.
This procedure simulates what a reviewer would experience.

Understanding Librarian Workflows34

1. In the email notification message from the previous procedure, click Review and Approve.
Print Portal opens in a browser window and displays the Workflow Transition page.
2. Under Select the workflow step to apply to this request, select Approve.

3. Add a comment in the Add comment (required) field, and then click Submit. When theoperation succeeds, a green check mark is displayed. Notice that the new workflow state is"Production," as was defined in the workflow.

Understanding Librarian Workflows35

4. On the Home page in Print Portal, notice that the document appears in the document
selection pane for the Librarian root folder. This verifies that the document is in a production
state and is ready to be printed.

You have now successfully built and run a BarTender 2021 Preview 2 workflow that included email
notifications and Print Portal integration. This was a short "approve or reject" workflow, which you
can build on by adding more states, transitions, and email notifications as needed. For more
information about how to do these things, refer to the following chapters in this document:lWorkflow DesignerlWorkflow Email NotificationslPrint Portal Workflow Support

Understanding Librarian Workflows

36Appendix C: Email Notification Variables
When you configure a notification email message to be sent when a file moves through a particularstate or transition in a workflow, you can add variables to the message body so that information
about the file and/or workflow is included automatically in the email message. You can also use
variables to add buttons or links to the email message that incorporate Print Portal approval
processes.
These variables are listed in the Variables list on the Insert tab of the Notification dialog. The
variables that are available in the list vary depending on the properties of the file and on the type of
workflow object that you are configuring a notification for.
To add a variable to your email, use one of the following methods:llRight-click the message body, point to Insert Workflow Variables, and then click the variable
that you want.

On the Insert tab, click Variables, and then click the variable that you want.

Understanding Librarian Workflows

37

The following table describes these variables.
Variable

Description
Displays a list of approval member names, separated bysemicolons (available only for domain users and groups)%ApprovalMembers%

Using this variable canslow performance. We
recommend that you do
not use this variable inhigh-throughput
environments.

%Comment%

Displays the comment that was entered by the user who
performed the last transition%CurrentDate%

Displays the date when the notification was sent

%CurrentTime%

Displays the time when the notification was sent

%FileCreatedBy%

Displays the name of the user who created the latest filerevision%FileInformation%

Displays file information (such as Name, Created By, andCreated Date) in a panel%FileLastModified%

Displays the date when the file was last modified%FileName%

Displays the name of the file

%FilePath%

Displays the directory path of the file in Librarian%FileRevision%

Displays the current revision of the file

%FileRevisionState%

Displays the current state of the file revision%FileUpdatedBy%

Displays the name of the user who last updated the file
history for the latest revision%Username%

Displays the name of the user who ran the transition
that caused the email notification message to be sent

%Workflow%

Displays the name of the workflow that the file isassigned to%WorkflowApprovalActionButtons% Provides "Approve" and "Reject" buttons%WorkflowApprovalPortalButton%

Provides a "Review and Approve" button for approval
processes that use Print Portal%WorkflowApprovalPortalUrl%

Provides a URL hyperlink for approval processes thatuse Print Portal

Understanding Librarian Workflows

38You can use a document row in the email message body to apply variables to multiple files. To dothis, click Document Row in the Variables list to add the following variables to the message body.
Variable

Description%BeginFileRow%

Marks the beginning of a document row, which applies thevariables that follow this variable to multiple files%EndFileRow%

Marks the end of a document row, which applies the variables
that precede this variable to multiple files

Understanding Librarian Workflows

39

Related Documentation
User GuideslGetting Started with BarTender
https://support.seagullscientific.com/hc/categories/200267887

Other Resources
Please visit the BarTender website at https://www.seagullscientific.com.

Version 2020-08-18 Copyright © 2020 Seagull Scientific, Inc.