This article will guide you through the process of adding Files as Assets on the Arbor Workflows platform, enabling you to streamline workflows and keep everything connected and organised.
Adding Files in Assets
Incorporating files is crucial to saving time further down the line as it allows you to use and refer to this information across different workflows. You are also able to add both 'group' files, which are the same for the entire group or trust, and 'school' files, which differ between schools or if you are part of a group or MAT.
Imagine this scenario: when onboarding new staff, you might need them to sign the safeguarding policy. By having this document in your assets area, Arbor Workflows can match specific files to schools and tags in workflows, automating the process. Whether it's a common safeguarding policy or specific documents for each school, assets is where you set it all up. When you run a workflow for a particular school, the relevant safeguarding document linked to that school will be seamlessly integrated for a smooth workflow.
Tags are essential to this process, if you’re not familiar with these, you can take a look at Adding a Tag for some more information.
Getting Started
To begin, access the Arbor Wo homepage and click on the name of your account in the top left-hand corner. A drop-down menu will appear; select Settings from the options provided.
Navigating to School Settings
After selecting Settings, you will be taken to a dashboard as pictured below. Look for the section titled School Settings and click on it.
Adding a File
Once you're in School Settings, locate and click on Assets section. Here, you can upload files and assign them to individual schools or if part of a trust, schools within your organisation.
From here, you are going to select the ‘Add Asset’ button in the upper right-hand corner of the page. This will open a pop-up, allowing you to provide some additional information, as pictured below.
Name → Here's where you'll give your link a name before uploading. Keep it short and succinct to ensure clarity.
Description → Brief description of what the asset is.
Type of Asset→ Indicate whether this link is group or school. A group link is one which will remain the same for all organisations within your group or trust. A school link is one that is individual to your school. e.g if all schools in your organisation use the same policy then this will be set to ‘group', as they will all require the same file.
File or Link → Finally, you’ll state whether this is a File or Link.
Once all the details are filled in and you select 'Add Asset' you will be directed back to the Assets area where you will see the name of the asset you have just added.
What does the ‘missing’ status indicate?
After you've successfully added your document, it will be visible in your asset library, as shown below.
Here, you can monitor the status of the document, which signals whether it's been attached and is ready to be tagged in a workflow. When it's ready, the status will appear as green with the label 'ready'. If documents are not yet attached, a yellow 'missing' icon will indicate this.
If you click on the title, you'll see which schools haven't uploaded their policies yet. Consequently, when the file is tagged in a workflow, it will lack content, rendering the tag ineffective.
To address this, policies must be uploaded for each school, if the 'school' file option as chosen. This way, when workflows are triggered for these schools, the workflow can effectively associate the correct policy with each school and retrieve it effectively.
To upload the document, just click on the '+' symbol next to the corresponding school, and upload the file from your computer.
Then, click on 'Add'. When you return to your asset library, you'll see which documents have been included and which ones are still pending. Once all the necessary documents are added, the status will show as 'ready’, indicating that Arbor Workflows has all the information that it needs to work it’s magic.
You the best experience we recommend only using a PDF format.
Now, you're all set to start utilising Files within your workflows! You may also want to add Links to your asset area for quick reference in your workflow. You can find out how to do this here: Assets: Links