Workflow Document Management Software: Document Workflow Initiation
FAQ
The following FAQ covers the basics for how to initiate
a workflow. Additional articles explaining how to configure review / approval
activities and workflows are referenced throughout this article.
Who can initiate a workflow for a given document?
The ability to initiate a workflow for a given version of a document is
limited to owner of the document version or a designated library administrator.
Who can initiate a workflow on behalf of another
user?
Only a designated library administrator can initiate a workflow on behalf
of another user. When this happens it is the selected user that becomes
the initiator.
What type of documents can I initiate a workflow
for?
Workflows can only be initiated on single version of an electronic documents
(not a record or an offline document) that are checked in to the FileHold
library. The document type (schema) the file is associated with must have
at least one document workflow associated with it. Use the following link
to learn more about associating workflow
templates with document types.
What type of documents can I NOT initiate a workflow
for?
Workflows cannot be initiated on the following a) a document version with
an existing workflow instance associated with it b) files stored as records
in the library c) files stored as Offline Documents in the library d)
shortcuts to documents located elsewhere in the library e) Documents with
a status of checked out.
How do I initiate a workflow for a document?
By right clicking on a document you can see the options for workflows
that can be initiated based on the document schemas (type). To initiate
a workflow simply click on the workflow you would like to initiate to
start the process. For example you may see 2 workflow options –
Contract Review and Final Contact Approval - for files that are of document
type Vendor Contract whereas you may see only one workflow option - Expense
Report Approval - for documents of type Expense Report. Use the following
link to learn more about associating
workflow templates with different document schemas (types).
What are the different areas of the workflow initiation
form?
The initiation form depends on the workflow template that is being used
to initiate the workflow. This means that the number of activities and
the degree to which the workflow is pre-defined for the user will vary
from template to template. The following screenshot shows is that of a
workflow being initiated for a 'Expense Report Approval Template'. You
can see the initiation form is broken into 2 general sections a) the workflow
section b) the activity section(s). The size and number of activities
in a workflow will vary from template to template as configured by the
library administrator. In the workflow section you can see all of the
details for the workflow including a) description b) initiator c) as well
as the activities associated with it. For more information on the the
activity section see below.
When is the workflow officially started ?
On completion of the workflow initiation form and clicking OK the workflow
will officially start. The initiator will be alerted that the workflow
has successfully started. Once the workflow starts the first activity
of the workflow will begin. Each initiation event conducted by a user
creates a unique workflow instance for that document. Each workflow instance
is managed by the workflow engine.
How do I setup a review / approval activities when
initiating a workflow?
The degree to which initiators can configure a activity is dependent on
the amount of control that the library administrator has has provided
to initiators for the workflow template being initiated. For example,
the library administrator may pre-define all tasks participants, due dates
and tasks instructions for a review or approval activity. If this is the
case the initiator will not be able to configure any properties of the
activity. In the above screenshot you can see that the library administrator
has allowed the initiator to only configure the Approvers (participant)
field in Approval activity.
Use this link to learn more about setting
up a workflow. Use this link to learn more about setting
up a document review activity. Use this link to learn more about setting
up a document approval activity.
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