Manage Libraries

Each user app comes with a set of libraries. There is one library for each solution type, as follows: 

Library Name Library Type Related Solution
Excel Workbooks Excel Solution for Custom Excel Workflow Solutions
Forms Form Solution for Form Workflow Solutions
Queries Query for Query Solutions
Reference Data Lists Reference Data for Reference Data Solutions
Transactions Transaction for Transaction Solutions

As a Global Admin or App Admin, you can create any number of libraries. On the Manage Libraries page, you can do the following:

View libraries

  1. Open the Evolve site.
  2. Go to the Apps page and select the app for which you want to view libraries.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. For each library available to you, the following details are noted:
    • Name
    • Type
    • Description
    • Created by
    • Creation Date
    • Modified by
    • Modified Date

Note: Use the option at the top right of the libraries table to filter and sort libraries.

Add a new library

  1. Open the Evolve site.
  2. Go to Apps page and select the app in which you want to create a library.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Click the Add button. A side panel will open.
  5. Select Type.
  6. Enter the library name and description and click Save.

Edit a library

  1. Open the Evolve site.
  2. Go to the Apps page and select the app in which the library exists.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Click the Edit button. A side panel will open.
  5. Update the library name and description and click Save.

Note: The library type cannot be changed.

Delete a library

  1. Open the Evolve site.
  2. Go to the Apps page and select the app in which the library exists.
  3. From the Actions menu, select Configuration and go to the Manage Libraries page.
  4. Select the library you need to delete and click the Delete button.
  5. When the confirmation pop-up opens, confirm the library deletion.

Note: Deleting a library moves it to the Recycle Bin. Global admins can restore libraries at any time, and restoring libraries restores all library contents.

Manage library permissions

You can add or remove groups to manage library permissions. Solutions inherit all permissions associated with the library they belong to.

Library Type

Permission Type

Permission
Transaction

Process Permissions

 

Library Solution Permissions

 

Originator; Data Reviewer

 

​ Solution Developer; Solution Reviewer

Query

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer; Solution Reviewer

Excel Solution

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer; Solution Reviewer

Forms

Process Permissions

 

Library Solution Permissions

 

Originator

 

Solution Developer

Reference Data

Process Permissions

 

Library Solution Permissions

 

Originator; Data Reviewer

 

Solution Developer

Permission Types: definitions

1. Library Solution Permissions manage Solution access for a) development and b) review. See just below for definitions.

  1. Solution Developer. When a Group is added to this permission, the users within that Group can create or update solutions within this library. Example: If it is a Transaction type library, users can create or update Transaction solutions in this library. Note that for this Transaction library example, the user must have the required valid license.

  2. Solution Reviewer: When a Group is added to this permission, the users within that Group can be the solution reviewer – for the solution within this library only. If this is a Transaction type library, these users will be listed in the Reviewers list and the solution submitter can select one of the reviewers to review the solution.

2. Process Permissions manage either a specific solution or the start of the document process for solutions belonging to a specific library. They include Originator and Data Reviewer permissions; please see just below for definitions.

  1. Originator: When a Group is added to this permission, the users within that Group can submit new solution documents and/or launch a document process or form process for a given solution. By default, solutions inherit this permission from their library. In addition, Administrators can control this permission for a specific solution.

  2. Data Reviewer: When a Group is added to this permission, the users within that Group can participate in the document review process (applicable to Standard Workflow only). If this is a Transaction type solution, the document submit wizard includes these users in the Reviewer list. The document submitter can then select one of the reviewers to review the document.

Add library permissions

To manage library permissions, you must have one of the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

To add library permissions:

  1. Click the Apps menu. Go to the app for which you would like to add library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click Solution Permissions and then select groups for Solution Developer and Solution Reviewer permissions.
  5. Click Save. You will be notified that the permissions have been added successfully.
  6. Click Process Permissions and then select groups for Originator and Data Reviewer permissions.
  7. Click Save. You will be notified that the permissions have been added successfully.

Remove library permissions

To remove library permissions, you must have one of the following global roles or be a part of the following permission groups:

  • Global Administrator
  • App Administrator

To remove library permissions:

  1. Click the Apps menu. Go to the app for which you would like to remove library permissions and click the icon in the Actions column.
  2. Click Configurations and then click the Manage Libraries tab.
  3. Select the library and click Manage Library Permissions .
  4. Click the library permissions category ( Library Solutions or Processes) you need to edit.
  5. Hover over the group name and click the ‘X’ to delete that group.
  6. Click Save.