Connecting a space to a workflow
Connect a whole space or a single reference document folder to a Rhazes workflow, so every run reads from the clinical material you trust.
Updated
Where it happens
In a Sources step. A Sources step is where you tell a workflow what it is allowed to draw on, and spaces are one of the things it can draw on.
See Choosing what a workflow can draw on.
Two levels of precision
The step gives you both, and the difference matters.
- Shared folders (spaces). Ticking a space brings in everything in it. The step shows how many documents each space holds. Use this when the whole shelf is relevant and you want new uploads to be picked up automatically.
- Specific documents. You can instead tick individual reference documents, which is the folder level inside a space. Use this when a space holds several bodies of material and only one of them belongs in this workflow.
Connecting one document folder rather than the whole space is usually the better choice for a workflow with a narrow job. A discharge workflow that should quote the local discharge policy and nothing else is more predictable, and easier to defend, when that is literally the only thing it can reach.
Documents that are not ready yet
A reference document still being processed is listed but marked as not searchable yet. You can tick it, but until processing finishes the workflow will find nothing in it.
Mix it with everything else
A Sources step is not either-or. The same step can pull from a space, the curated clinical guideline index, the open web, files attached to the session and the patient record, all at once. A common shape is local policy from a space plus national guidance from the guideline index, so the workflow can say where the two differ.
Access is checked when the workflow runs
A workflow does not carry a copy of your documents. It carries a pointer, and access is re-checked at run time against whoever is running it.
That has a practical consequence when a workflow is shared or copied. If the person taking it is not a member of the space, the space is dropped from the step and the copy carries a note saying so, on that step, rather than silently running without it. They can point it at their own space and the rest of the workflow keeps working.
See Sharing a workflow.
Leaving a space affects your workflows
If you leave or lose access to a space, workflows of yours that pointed at its documents lose that source. They keep running; they just stop reading from it. Worth checking a workflow after any membership change. See Leaving or deleting a space.