The following applies if you are using a version of the software before Update 37. For the latest information, see Create a workflow step.
A dedicated GUI (Update Step Recipients form) is used to configure the recipients of a workflow step. Recipients may be users, roles, or matrices. Buttons are provided to query for users, roles, or matrices. The results of the search are added to the tree view on the left so you can drag them into the assignment or information set of recipients.
In the Create Workflow Template or Update Workflow Template form, beside the Recipients box, click 
to display the Update Step Recipients form.
After upgrade, when Group assignment control or Group acknowledgement control is set to OneUserPerRole, all the workflow steps that are assigned to the role are split into separate workflow
steps for each user.
Update the Step Recipients form
This form allows you to specify the users, roles, or distribution matrices assigned to the step, as well as the action required from each user or role. For users or roles who receive paper copies of assignments, you can also specify the print format.
Buttons are provided to query for users, roles, or matrices. The results of the search are added to the tree views on the left for dragging into the assignment, information, or matrix set of recipients.
The upper left pane displays the users and roles available to add to the step.
To populate the list, perform a query by clicking the User or the Role button and defining search criteria.
The lower left pane displays the matrices available to add to the step.
To populate the list, perform a query by clicking the Matrices button and defining search criteria.
Assignment list
The Assignment list displays the users or roles assigned to the step for an action (such as work or comment).
The User or Role column displays the users or roles who have been assigned a step action.
Select a user or role in the tree in the left pane, and click Add.
The description field is populated automatically when the recipient is added. Click in the cell to edit the description.
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You can also select a recipient in the left pane and drag it into the assignment pane.
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If the associated step is information only, you will not be able to populate the assignment set.
The action Reason for receipt column determines the actions required from the user or role. This cell is populated automatically from the default value set. Click in the cell to select a different value from the list.
The default assignment values supplied are:
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W (work)
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C (comment)
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Review complete
The Format column determines the document print format for users who receive paper documents. When you add a recipient, this cell is populated with the default format value. To change the default value, click in the cell to display the format list.
Matrix Name column – if a matrix is on the step and it is expanded out when the workflow is run, the users or roles in that matrix will appear in this column to show where they came from.
Information only list
The Information only list displays the users or roles assigned to the step for information purposes. The check box beside each user or role determines whether a response is required upon receipt of the workflow step.
To add a recipient to the Information only list, select a user or role in the tree in the left pane, and click Add (you can also drag it to the recipient in the list).
The Information only columns are the same as for the Assignment columns except the User or Role name has a response check box beside it.
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If you do not want the user to acknowledge the information step, clear the check box beside the recipient's name. (The check box is selected by default when you add a recipient to the Information only list.)
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The default information Reason for receipt value is I.
Matrices list
To add a matrix to the matrix list, select a matrix in the tree in the lower left pane, and click Add. (You can also drag the matrix onto the list.)
Default values
Use the drop-down lists in the bottom left of the form to set the default values for the:
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Format
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Action reason for receipt
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Information reason for receipt
Group acknowledgement control
If a role is assigned to a step as information only, select one of the options in the Group acknowledgement control.
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One user per step - Only one user can acknowledge receipt of the step.
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One user per role - Any one of the assignees in each role can acknowledge receipt. If a user acknowledges the step, the steps for the other users assigned to that role are acknowledged automatically.
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All recipients - All assignees must acknowledge receipt.
Group assignment control
If one of the Assignment recipients is a role, select one of the options in the Group assignment control.
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OneUserPerStep - Only one user can perform the step task.
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OneUserPerRole - Any one of the assignees in each role can perform the task but they first must claim it in order prevent other recipients from duplicating the work. If a user claims the step, the steps for the other users assigned to that role are signed off automatically.
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AllRecipients - All assignees must perform the task before it completes.
If multiple recipients are assigned to a step and even one recipient rejects the step,
then the object in the workflow is sent back to the user specified in the Reassign to Participant property in the workflow template. However, if you use a voting step to calculate
the number of accept and reject responses, you can set a threshold that, when met,
allows the workflow to continue with the correct accept or reject path, rather than
being reassigned to another user.